Administrative Assistant I, Dean of Students Office

Grade 15, AFSCME Unit Position

Lynn Campus, 37.5 hours/week

GENERAL STATEMENT OF DUTIES:

Provides Administrative support to the Dean of Students, Director of Student Engagement and other department staff. Provides information to students, faculty, staff and external constituents on college, departmental and organizational policies procedures. Assists students and Advisory staff in understanding and completing documents for student engagement programming, refers students to Here to Help and responds to those requests in concert with the EDP II in Student Affairs, handles space reservation, food service requests, purchase order requests, travel requests and documentation, proposal review forms, event forms and other comparable documents and forms. Utilizes Banner, Navigate, Microsoft Office, Microsoft Publisher and other software applications to assist the Dean of Students and Student Engagement staff in their functions and activities. Creates a welcoming environment for all constituents through a positive attitude and excellent customer service.

DUTIES & RESPONSIBILITIES: 

1. Provides direct clerical support and technical assistance to the Dean of Students Office in matters demanding a high degree of confidentiality, including but not limited to issues relating to compliance with state and federal law, student rights and disciplinary procedures and due process, students at risk and student grievance matters.
2. Works closely with the EDP II in Student Affairs to administer the Here to Help funding and help connect students with this opportunity and other needs that may impact a student's ability to enroll and succeed.  
3. Ensures that the office is kept open during regular business hours. Might require additional hours during high traffic times like the beginning of a semester.
4. Greet visitors and answers phones, providing detailed information on and service related to a wide range of Student Engagement programming, including but not limited to that of Student Government Association, Events Council, student clubs, Recreation and Fitness, Health Education programming, Commencement, Uber and other partnership programs, Here to Help, meal vouchers and other food insecurity amelioration programs.
5. Hires, trains and supervises work study students and part-time Student Engagement generalist employees.
6. Manages judicial, Here to Help databases and coding, maybe asked to manage other small databases.
7. Manages calendars for the Dean of Students and Student Engagement office.
8. Assists with special projects for the Dean, including but not limited to the Student Handbook, and transportation.
9. Assist the Director of Engagement with Commencement activities.
10. Assists students in use of "MyNorthshore (our student intranet) as it is utilized for all the services students need to succeed and engage in and outside of the classroom. 
11. Processes survey and form data and manages files for Student Engagement database in compliance with established standards and procedures to support recruitment for co-curricular engagement opportunities.
12. Confers with the Dean and Director of Student Engagement on a either a weekly or bi-weekly basis evaluating the efficiency of the office management systems.
13. Creates and maintains systems for monitoring and supporting departmental and organizational activities.
14. Utilizes appropriate software and communication technology to prepare, post, and disseminate departmental promotional materials to support and enhance programming.  
15. Regularly utilizes Banner and Navigate to ascertain student status and gather a variety of information relative to student engagement activities (including Here to Help), programming, judicial or student concerns.
16. Initiates and follows through on various correspondence and action forms to acquire and monitor a wide range of fiscal, facilities and administrative services in support of programming.
17. Sells tickets, operates student identification card system and maintains student rental locker system. Collects and documents payments for goods and services and facilitates transmission to student accounts.
18. Coordinates schedules and meetings; prepares information packets, develops mailings, monitors and maintains office supplies and equipment, and maintains documental and general use bulletin boards and posting area.
19. Attends on-site and off -site student activities and provides versatile services in a variety of capacities.
20. Assists and supports all college activities, including but not limited to the Commencement Committee.
21. Assists and supports the component in a variety of special activities relating to Student Engagement, recruitment and retention, including but not limited to award ceremonies, guidance counselor breakfasts, registrations and outreach activities.
22. Participates as an active member of the Student Engagement team, planning and delivering a wide range of services to individual students, clubs, organizations and advisory staff.
23. Maintains and reports weekly attendance for multiple components.
24. Serves on college wide committees and task forces as assigned.
25. Other duties as assigned.

The Human Resource Division Classification Specification for this position is available in the Human Resource Department

SUPERVISION RECEIVED: Reports to the Dean of Students or delegate.

SUPERVISION EXERCISED: Work study or part time assistant as assigned.

Additional Information:

SALARY RANGE: $46,410.78-$65,219.93 per year with fringe benefits. An appointment made from outside the bargaining unit (AFSCME) must start at step #1 ($46,410.78) of the range or as adjusted in accordance with the AFSCME collective bargaining agreement.

Full time benefited employees at North Shore Community College are eligible for a comprehensive benefits package offered through the Commonwealth of Massachusetts. Click HERE for a highlight of these benefits.

STARTING DATE: ASAP

Application Instructions:

Submit cover letter and resume by July 11, 2022. Applicants selected for an interview will need to provide the name, address, email and telephone number of at least three current professional references.  

• An Associate Degree or higher plus a minimum of two years related administrative assistant experience working in a customer service environment or office management or the equivalent combination of education and experience.  Community College experience is a plus.
• Ability to perform with energy, enthusiasm and professionalism as part of a team in a student/customer service oriented environment.
• Ability to multi-task and problem solve in a fast paced student centered operation.
• Ability to demonstrate sound clerical skills with qualities of efficiency, responsibility, accuracy and good judgment.
• Ability to employ excellent interpersonal and communication skills, both oral and written.
• Knowledge of Microsoft Office and Microsoft Publisher.
• Ability to illustrate excellent organizational skills, ability to plan and forecast completion of multiple tasks on a schedule.
• Ability to promote team work among staff and practice a responsive, customer service approach.
• Ability to provide guidance and instructions to others in this area.
• Ability to function and to lead others in a fast-paced, multicultural environment.
• Ability to initiate plans and projects and to work without supervision.
• Successful experience interacting with culturally diverse populations.
• Demonstrated attention to detail skills
• Candidates will be required to pass a CORI/SORI and/or a National background check as a condition of employment.

COVID VACCINATION REQUIREMENT:
Candidates for employment should be aware that all North Shore Community College students, faculty and staff are required to be fully vaccinated by January, 2022. Accordingly, initial employment is dependent upon receipt and verification of full vaccination status records; details of how to fulfill vaccine record verification requirements will be provided during the hire and onboarding process.