Chief Student Affairs Officer jobs in Holyoke, MA

ADMINISTRATIVE ASSISTANT I - Student Affairs

POSITION STATUS: Full-time, benefited, AFSCME unit position

SALARY: Grade 15, $1,820.73 per bi-weekly period $47,338.98 per year.

Candidates may qualify for placement beyond entry-level salary if they are currently employed in the state system and transfer without a break in service, subject to verification by the Director of Human Resources.

ANTICIPATED START DATE: ASAP

GENERAL STATEMENT OF DUTIES:

Under the direct supervision of the Dean of Students with indirect supervision by the Dean of Enrollment Management, the Administrative Assistant I provides administrative and clerical support for the Student Affairs and Enrollment Services groupings.

EXAMPLES OF DUTIES:

• Calendar management for Dean of Students and Dean of Enrollment Management including reserving rooms and originating and sharing Zoom or other remote meeting management processes;
• Serve as a welcoming presence in a front-facing environment, greet and assist students and guests warmly and attentively.;
• Maintains records and is responsible for completeness of information in various formats, including budget information;
• Assistance with budget management for Deans including:
  • Tracking expenditures
  • Processing payment vouchers
  • Tracking and reconciling monthly credit card expenses
• Initiates invoices, payments, travel authorizations, absence reports, work orders, etc.;
• Coordinating the collection and updating of department information annually for various departmental materials used to communicate policies and procedures (e.g., student handbook, college catalog, etc);
  • Ensure that any policy updates are likewise updated on the College website;
• Keep information on department websites up to date;
• Assist with scheduling, tracking, ordering food, and space management for institutional events and activities;
• Assists with scheduling, tracking, and communicating activities as it relates to commencement;
• Manage getting departmental events on the college public calendar and coordinate communications;
• Is cross trained and provides reception back up in the Academic Advising Center, the Office of Admission, and other Student Affairs Offices to cover vacations and other absences;
• Creates employee contracts in electronic system or utilizes the standard contract form;
• Confers across departments to exchange information, coordinate efforts, improve processes, and develop consistent procedures including providing guidelines for and performing initial review of documents, and forms, to ensure correctness and completeness;
• Reviews, analyzes and interprets data related and uses appropriate technology to prepare reports regarding departmental operations and based on results, recommends actions to Supervisor or other appropriate individual or group;
• Ensures compliance with institutional policies;
• Supports grant activities including contracts, scheduling, etc.;
• Responds to inquiries from faculty, students, staff, and general public;
• Exercises judgment and discretion in making appropriate decisions and referrals;
• Maintains liaisons with external agencies, service contractors, vendors, and others as necessary;
• Assists new hires with email, keys, phone, office, and electronic logins;
• Performs other duties as required or requested.

MINIMUM QUALIFICATIONS*:

• Applicants must have at least (A) two 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, (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 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.*

• Education toward such a degree will be prorated on the basis of the proportion of the requirements actually completed.

REQUIRED SKILLS, KNOWLEDGE AND APTITUDES:

• Knowledge of the principles and practices of office management;
• Strong attention to details;
• Ability to deal tactfully with others;
• Ability to train and supervise, including planning and assigning work in accordance with the skills of the worker, the nature of the task to be accomplished, and available resources;
• Ability to exercise sound judgment;
• Ability to exercise discretion in handling confidential information;
• Ability to analyze data, draw conclusions, and make recommendations;
• Ability to understand, explain and apply the laws, rules, regulations, policies, procedures and guidelines governing assigned unit activities;
• Ability to write concisely, express thoughts clearly, and develop ideas in a logical sequence;
• Ability to prepare general reports and maintain accurate records;
• Familiarity with methods used in the preparation of and familiarity with the actual preparation of charts, graphs and tables;
• Ability to establish rapport and maintain harmonious working relationships;
• Ability to understand, follow and give written and oral instructions of varying complexity;
• Familiarity with types and uses of general office equipment;
• Computer competency including familiarity with Microsoft Office including Excel and Word.

See Commonwealth of Massachusetts Human Resources Division Class specification for the Administrative Assistant Series

PREFERRED QUALIFICATIONS:

• Ability to operate online and computer-based systems for recording, managing and tracking information;
• Knowledge of and experience working with components of the Microsoft Office Suite. Proficiency in Excel and Word are especially important. PowerPoint, Publisher, and Access;
• Experience using the web content management system WordPress;
• Ability to accurately handle multiple projects at one time and tolerate interruptions to workflow;
• Ability to use critical thinking skills to troubleshoot issues in the office environment;
• Experience working directly in customer service;
• Ability to maintain a calm demeanor in stressful situations;
• Knowledge of and ability to use the Banner SIS or similar system;
• Demonstrated commitment to promoting and supporting diversity, equity and inclusiveness;
• Experience working in a college setting.

• EQUIVALENCY STATEMENT:

Applicants who do not meet the qualifications as stated above are encouraged to put in writing precisely how their background and experience have prepared them for the responsibilities of this position.

AFFIRMATIVE ACTION STATEMENT:

Greenfield Community College is an affirmative action/equal opportunity employer and does not discriminate on the basis of race, color, national origin, sex, disability, religion, age, veteran status, genetic information, gender identity or sexual orientation in its programs and activities as required by Title IX of the Educational Amendments of 1972, the Americans with Disabilities Act of 1990, Section 504 of the Rehabilitation Act of 1973, Title VII of the Civil Rights Act of 1964, and other applicable statutes and college policies. The College prohibits sexual harassment, including sexual violence.

ANNUAL SECURITY REPORT NOTICE:

Greenfield Community College's Annual Security Report is available online at www.gcc.mass.edu/webdocs/safety/GCC-Annual-Security-Report.pdf. The report contains crime statistics for the three most recent calendar years for certain locations associated with the College as well as other campus security and personal safety topics such as: crime prevention; campus safety authority; crime reporting polices; campus alerts (Timely Warnings and Emergency Notifications), programs to prevent dating violence, domestic violence, sexual assault and stalking; and other matters of importance related to security on campus.

If you would like to receive a paper copy of the Annual Security Report, you can stop by the Public Safety Office at One College Drive, Greenfield, MA 01301 or you can request that a copy be mailed to you by calling 413-775-1212.

***Greenfield Community College is proud to value diversity in our community of faculty, staff and students and is an Equal Opportunity/Affirmative Action employer. ***

THE COMMONWEALTH OF MASSACHUSETTS ACCREDITED BY THE NEW ENGLAND ASSOCIATION OF SCHOOLS AND COLLEGES