Category:: Staff Positions
Department:: Adult Education Center
Locations:: West Barnstable, MA
Posted:: Nov 09, '18
Type:: Full-time
About Cape Cod Community College:
Cape Cod Community College is a place of personal discovery, enrichment, and professional development for those just beginning the quest and for those at many points along the path of higher education throughout life. It is a caring, comprehensive institution that belongs to the people it serves and responds to their individual and community needs. Students attending Cape Cod Community College are striving for personal excellence, and are finding it, day after day. Graduates of the College can be found in all levels of private business, the professions, and public service, and they excel at what they do.
For students seeking to lay a foundation for further study, there is no better place to begin than at Cape Cod Community College. In today's highly competitive market place, the well prepared transfer student is the most aggressively recruited person in higher education. For many Cape Cod Community College graduates, that Associate Degree opens the door to institutions that were just not an option after high school. And, when you consider the savings in the overall cost of a four-year degree at either a public or a private university, starting at Cape Cod Community College becomes an incredible bargain that blends quality with unmatched value.
The students' education is the first priority at Cape Cod Community College. As a learning-centered community, we value the contributions of a diverse population, welcome open inquiry, and promote mutual respect. The College offers a strong educational foundation of critical and creative thinking, communication competency, and a global, multicultural perspective that prepares students for life and work in the 21st century. Our liberal arts, sciences, and career programs provide educational pathways that serve the varied social, economic, and demographic characteristics of our community with a distinctive focus on sustainability. We honor our past, celebrate our present and imagine our future.
Job Description:
GENERAL STATEMENT OF RESPONSIBILITIES:
The Administrative Assistant I position will provide administrative support to the Director, Tech Coordinator, and/or Program Quality Coordinator of the Adult Education Center of CCCC (AEC). The AEC office relies heavily on the use of technology, including software programs unique to adult student education processing. This position will require strong administrative office skills, a high level of organization and flexibility, excellent communication and interpersonal skills, an advanced level of accuracy, strong MS Office computer skills, scheduling skills, problem solving skills, and the ability to cooperate with others in a complex and varied environment. This position requires enthusiasm for working effectively in a global, multicultural academic setting with a diverse population of students, administrators, and faculty, as well as with the general public and local business organizations. The ability to be self-directed is required, as is the ability to maintain confidentiality in day-to-day office operations.
EXAMPLES OF DUTIES:
- Provide general administrative and clerical support with an advanced level of accuracy including typing correspondence, contracts, mailing, scanning, faxing, and copying.
- Assist with communication, phones, appointments and calendar tracking.
- Create and distribute (or mail) student report cards, mail merge letters, award certificates, and other correspondence using a variety of software (Word, Excel, Microsoft Publisher, Access, etc).
- Assist with class scheduling and student placement tracking at the beginning of each trimester.
- Manage all standardized testing materials and test scheduling, text book ordering, produce class schedules and computer lab schedules.
- Complete accurate data entry of standardized test scores on Excel spreadsheets. Review reports and confirm or correct data.
- Maintain, track, and file student forms; review documents received from student applicants for accuracy and completeness; route folders and application material for appropriate action; create, file, and maintain student folders and filing systems for multiple processing years.
- Record, type, and distribute monthly staff meeting minutes for 3 staff groups.
- Create spreadsheets for data and expense tracking.
- Assist with student referrals and intake paperwork, and student intake by preparing placement test materials and setting up the orientation and testing rooms. Occasional nights required during standardized testing and intake periods.
- Upload instructor's weekly lesson plans and other documents onto the AEC Moodle site.
- Manage, produce and distribute a Computer Lab schedule each trimester for all AEC Hyannis Center and Barnstable High School classes.
- As well as other related duties and projects as assigned.
Requirements:
MINIMUM QUALIFICATIONS:
1. At least two years of full-time or equivalent part-time experience in office management, office administration, business administration or business management, or any equivalent combination of the required experience and the following substitutions:
a. Associate or higher degree with a major in business administration, business management or public administration may be substituted for the required experience.*
b. Associate 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.*
2. Strong administrative office skills with a propensity for a high degree of accuracy.
3. Strong computer skills including MS Word, Access, Excel, PowerPoint and data base management.
4. Excellent human relations and customer service skills.
5. High level of organizational and communication skills.
6. Experience tracking budgeted expenses with spreadsheets with a high degree of accuracy, and working within the parameters and budget requirements of a grant driven program.
7. Demonstrated ability to multitask and prioritize workload.
8. Aptitude for working independently and paying close attention to detail.
9. Demonstrated ability to communicate clearly, effectively, and accurately both orally and in writing.
10. Experience ordering classroom supplies, small equipment, office supplies and develop and process purchase orders and invoice payments through the CCCC Business Office.
11. Aptitude for smooth adaptation to challenges and changing demands occurring within the grant requirements.
12. Ability to be flexible in work schedule, including occasional evenings during test periods to meet the needs of the student programing.
*Education toward such a degree will be prorated on the basis of the proportion of the requirements actually completed.
ADDITIONAL PREFERRED QUALIFICATIONS:
- Experience working in a high school or community college setting.
- Bi-lingual.
- Experience with Moodle, or a similar college learning management system.
- Ability to maintain the website for the Adult Education Center.
- Valid driver's license and access to a vehicle.
- Experience Ordering Textbooks.
Additional Information:
COMPENSATION: $804.43/week; 37.5 hours/week (Grade 15, Step I). Full time, AFSCME Unit Position; includes participation in a comprehensive employee benefits program. A copy of the full State Classification Specification for Administrative Assistant I is available in the Office of Human Resources, or at www.mass.edu.
APPLICATION DEADLINE: November 20, 2018
Please visit our website at www.capecod.edu for information on Cape Cod Community College.
This appointment is subject to the FY2019 budget appropriations.
Appointment subject to SORI (Sex Offender Registry Information), publicly-accessible Massachusetts CORI (Criminal Offender Record Information) and national background checks.
Cape Cod 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 statues and College policies. The College prohibits sexual harassment, including sexual violence. Inquiries or complaints concerning discrimination, harassment, retaliation or sexual violence shall be referred to the College's Affirmative Action/Title IX Coordinator, the Massachusetts Commission Against Discrimination, the Equal Employment Opportunities Commission or the United States Department of Education's Office for Civil Rights.
Application Instructions:
**ALL APPLICATION MATERIALS MUST BE SUBMITTED ELECTRONICALLY IN ORDER TO BE CONSIDERED.**
Begin the online application process by going to the APPLY NOW link. During the process you will be given the opportunity to submit a cover letter, which should specifically address the minimum and preferred qualifications, and a resume. Failure to submit requested documents may result in disqualification. Please note that candidates invited to interview for the position will be asked to provide three current professional letters of reference and transcripts.
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