Administrative Assistant II - Enrollment Management & Student Affairs

Commonwealth of Massachusetts•Haverhill, MA

3d•Hybrid

About The Position

This position will provide administrative support for the leadership team within the Enrollment Management & Student Affairs (EMSA) Division, reporting to the Operations Manager. The responsibilities include, but are not limited to the following: Provide administrative assistance, as directed, to the EMSA division Serve at the point of contact for the Operations Manager; answer and field phone calls, respond to inquiries and emails in the absence of the Operations Manager Submit online requisitions, track expenditures, P-card purchases Coordinate and track division wide student communications Utilize the college's Banner Information System, budgeting system, EAB Navigate, SLATE, and other software as needed Assist with scheduling of in-person & virtual meetings, determine meeting times based on multiple calendar availability Assist in planning of large-scale events such as Open Houses; including reserve spaces, order food, supplies, order and distribute print materials Assist with organizing student outreach efforts; create and distributes callout lists; make calls to students, merge multiple callout lists, work with mailroom for postcard and mail campaigns Print, scan and process confidential documents Create and maintain a master calendar of staff scheduling for the division that includes vacation time, telework and on-campus work, including campus location Assist with posting positions, including work study positions Serve on search teams for new positions Reserve rooms for meetings and events Order and track office supplies Maintain and update the division personnel directory Submit work orders and maintenance tickets Renew multiple department memberships Assist with student basic needs initiatives by distributing food vouchers and providing support for the operation of the Lawrence Grab-and-Go food resource station as needed. Perform related duties as assigned

Requirements

At least (A) three years of full-time, or equivalent part-time, experience in office management, office administration, business administration or business management, the major duties of which included one or more of the following functions: purchasing, personnel management, budgeting, accounting, records management, work simplification, grants management, contract administration or program management, or (B) any equivalent combination of the required experience and the substitutions below.
An Associate's or higher degree with a major in business administration, business management or public administration may be substituted for a maximum of two years of the required experience.
An Associate's or higher degree with a major other than in business administration, business management or public administration may be substituted for a maximum of one year of the required experience.
Educational substitutions will only be permitted for a maximum of two years of the required experience.

Nice To Haves

Bachelor's degree
Experience in a higher education environment
Highly developed customer service skills
Proficiency with Microsoft Office Suite
Excellent written and verbal communication skills
Ability to work independently and as part of a team
Excellent organizational and time management skills
Ability to handle deadline driven environment including multiple and simultaneous responsibilities
Ability to adapt to constantly changing environments and priorities
Strong attention to detail, ability to multi-task, work under pressure with interruptions, and meet established deadlines
Bilingual (English /Spanish)
Experience working with and supporting a culturally diverse population

Responsibilities

Provide administrative assistance, as directed, to the EMSA division
Serve at the point of contact for the Operations Manager; answer and field phone calls, respond to inquiries and emails in the absence of the Operations Manager
Submit online requisitions, track expenditures, P-card purchases
Coordinate and track division wide student communications
Utilize the college's Banner Information System, budgeting system, EAB Navigate, SLATE, and other software as needed
Assist with scheduling of in-person & virtual meetings, determine meeting times based on multiple calendar availability
Assist in planning of large-scale events such as Open Houses; including reserve spaces, order food, supplies, order and distribute print materials
Assist with organizing student outreach efforts; create and distributes callout lists; make calls to students, merge multiple callout lists, work with mailroom for postcard and mail campaigns
Print, scan and process confidential documents
Create and maintain a master calendar of staff scheduling for the division that includes vacation time, telework and on-campus work, including campus location
Assist with posting positions, including work study positions
Serve on search teams for new positions
Reserve rooms for meetings and events
Order and track office supplies
Maintain and update the division personnel directory
Submit work orders and maintenance tickets
Renew multiple department memberships
Assist with student basic needs initiatives by distributing food vouchers and providing support for the operation of the Lawrence Grab-and-Go food resource station as needed
Perform related duties as assigned