Administrative Assistant II - STEM

Commonwealth of Massachusetts•Middleton, MA

2h•$62,548 - $88,248•Onsite

About The Position

Northern Essex Community College is hiring a full-time Administrative Assistant II to support educational programming within the Essex County Sheriff's Department, including programs at Middleton House of Corrections, Women in Transition, Essex County Pre-Release Program-Lawrence, STAR Lynn, and STAR Lawrence. The position reports to the Assistant Director of Adult Education Operations and provides administrative support to the Education Director, Assistant Directors, NECC staff, and education programs. It is based at 20 Manning Avenue, Middleton, Massachusetts, and is grant-funded; continuation depends on ongoing grant support and may be affected if funding is reduced or discontinued. The role supports student enrollment and records administration, attendance tracking, data entry and reporting, document management, procurement, budget monitoring, and hiring and staff scheduling processes. It works with students, educational staff, and correctional facility staff, handling sensitive records in accordance with FERPA and applicable NECC and ECSD rules and security protocols. The position is scheduled for 37.5 hours per week, Monday through Friday, 8:00 a.m. to 4:00 p.m.

Requirements

At least three years of full-time, or equivalent part-time, experience in office management, office administration, business administration, or business management, with major duties including one or more of purchasing, personnel management, budgeting, accounting, records management, work simplification, grants management, contract administration, or program management; or an equivalent combination of experience and permitted substitutions.
An associate's or higher degree in business administration, business management, or public administration may substitute for up to two years of required experience.
An associate's or higher degree in a field other than business administration, business management, or public administration may substitute for up to one year of required experience.
Education toward a qualifying degree is prorated according to the proportion of requirements completed; educational substitutions are limited to a maximum of two years of required experience.
Legal authorization to work in the United States; the college does not provide employment-based visa sponsorship.
Successful completion and review of a background check, including CORI and SORI.

Nice To Haves

Bachelor's degree.
Highly developed customer service skills.
Proficiency with Microsoft Office Suite.
Excellent written and verbal communication skills.
Excellent organizational and time management skills.
Ability to handle a deadline-driven environment with multiple simultaneous responsibilities.
Ability to adapt to changing environments and priorities.
Strong attention to detail, ability to multitask, work under pressure with interruptions, meet deadlines, and work effectively on a team.
Budget and accounting experience.
Bilingual Spanish/English.
Experience working with and supporting a culturally diverse population.
Experience in a higher education environment.

Responsibilities

Support the Education Director and Assistant Directors with administrative responsibilities and duties as requested.
Organize enrollment pipeline activities and assist with information session preparation, scheduling, and student enrollment.
Receive inmate request forms and respond to inquiries regarding enrollment and scheduling.
Track student records and ensure they are accurate and complete; update them promptly for course completions, transfers, and releases.
Audit student records, identify discrepancies, and locate missing documents.
Work with students, educational staff, and correctional facility staff to resolve record-related issues and discrepancies.
Request and process transcripts and other educational records from external institutions.
Securely store and organize physical and digital records in compliance with NECC, ECSD, and department regulations.
Follow applicable student-records policies, including FERPA and correctional facility regulations, and maintain confidentiality.
Follow ECSD and NECC protocols for secure, safe, and compliant records management.
Identify and implement improvements to records management procedures, efficiency, and accuracy.
Assist with training program staff on records-management policies and procedures and support ongoing adherence.
Use data management systems and other software and tools to enter, maintain, and manage student data.
Enter qualitative and quantitative program data into NECC and vendor databases and prepare reports as requested.
Monitor student attendance, track poor attendance, and provide weekly reports.
Support Learning Specialists and Education and Career Advisors with attendance maintenance, education orientation preparation, and scheduling.
Print and distribute daily student rosters to Learning Specialists and Education and Career Advisors.
Maintain an up-to-date digital repository of program documents accessible to the NECC/ECSD team.
Compose guidance documents for program processes and procedures and review documents for completeness, content, and regulatory and legal compliance.
Assist in coordinating recognition ceremonies, including identifying people to recognize, preparing certificates, and uploading certificates into the database.
Monitor expenditures to ensure required services are provided according to the approved budget and funds are used within the fiscal year and in compliance with the budget.
Identify office inventory and supply needs.
Identify vendors, prepare requisitions, and place orders for materials and services in compliance with NECC procurement policies.
Maintain records of goods ordered and received.
Verify payment records and review invoices for accuracy, allowability, reasonableness, and proper allocation.
Assist with hiring in alignment with NECC requirements, policies, and procedures.
Track employee time-off schedules and requests.
Perform other duties as assigned to support program operations.