Administrative Assistant II

Located on 35 acres of the Springfield Armory National Historic Site and founded in 1967 Springfield Technical Community College is a major resource for the economic vitality of Western Massachusetts. As the only technical community college in Massachusetts STCC offers a variety of career programs unequalled in the state. Digital Multimedia IT Security Nursing Robotics Sonography Mechanical Engineering Technology (Advance Manufacturing) and dozens of other career programs produce potential employees each year. STCCs highly-regarded transfer programs in Business Engineering Liberal Arts Science and Technology continue to provide the most economical option for students pursuing a four-year degree. With an annual enrollment of over 6500 evening weekend and online students STCC is a vibrant campus rich in diversity and justifiably proud of our designation as a Hispanic Serving Institution. Respect is one of the Core Values of the College and we strive to nurture mutual respect among faculty staff and students. With respect we embrace differences to create an inclusive environment for all. Together we support students as they transform their lives through intellectual cultural and economic engagement while becoming thoughtful committed and socially responsible graduates.

The Administrative Assistant II assists the Dean and the Assistant Dean in the School of Liberal and Professional Studies (LAPS) with the schools administrative activities coordinating various administrative processes and projects. This position provides a full-range of administrative support activities and is a frequent point of contact for faculty staff and students.

RESPONSIBILITIES:

• Provide friendly customer service to students faculty and staff that interact with the School of Liberal and Professional Studies.
• Provide outreach and follow-up as needed to students with course schedule changes.
• Communicate and record time-sensitive student complaints ensuring that all students are seen by the appropriate faculty or dean to provide support based on their specific needs.
• Work with department chairs to prepare the Master Course Schedule for each semester and maintain that all information recorded in Datatel is accurate and up to date.
• Assist with preparation coordination and the implementation of the LAPS annual budget including the following.
• Create Purchase Requisitions and Blanket Purchase Orders.
• Review and process travel requests book purchases catering services classroom equipment and office supplies.
• Send authorized payment requests and received invoices to the Accounts Payable Department.
• Create part-time payroll for faculty members.
• Transfer budgets and process Budget Adjustment Forms.
• Record all full-time faculty workloads for each term.
• Assist the Deans to varying degrees in maintaining financial control of department accounts by reconciling purchases to Financial Service reports tracing income expenditures and transfers.
• Maintain the LAPS faculty tenure and classification change in rank records.
• Schedule all full-time faculty evaluations and reviews.
• Research gather review and analyze data; prepare data summaries; and assist in the creation and dissemination of
• surveys studies and reports.
• Assist the Deans with creating agendas recording meeting notes scheduling calendar appointments and interview processes and provide assistance with special projects as needed.
• Record time attendance each week for all of the LAPS faculty members.
• Support the administrative business functions of the school by maintaining the departmental website and databases scheduling the use of conference rooms and maintaining security of equipment files and records.
• Schedule classrooms as needed.
• Obtain equipment services and supplies needed by the school by maintaining an inventory of office supplies purchasing computers furniture and equipment. Determine the appropriate method to pay for goods or services.
• Arrange meetings and interviews order food set-up and organize conference rooms handout agendas and materials and take notes when needed.

• Three (3) years of full-time or equivalent part-time experience in office management office administration business administration or business management.
• Familiarity working with databases data-mining and building data visualizations (Excel Tableau).

Preferred Qualifications:

• An Associates Degree from an accredited college in an administrative field and/or five-year experience in an administrative position.
• Bilingual preferred.
• Experience working in a higher education environment or with faculty in an educational 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 with the equivalent combination of education training and experience required for the responsibilities of this position.

Salary: $2405.69 Bi-Weekly Grade 17 Step Ihttps:// Yes Full Time
Union: AFSCME
Grant Funded: No
Closing Date: Open Until Filled

All candidates must have legal authorization to work in the United States. Springfield Technical Community College is not sponsoring H1B Visa.

INFORMATION AWARENESS SECURITY TRAINING:

Candidates for employment should be aware that all STCC employees are required to complete Information Awareness Security Training within thirty days of their orientation date and annually thereafter.

All available positions are located at: applicants must apply online by submitting a cover letter** resume and three (3) professional references.

**Cover letter must demonstrate how your education and experience qualifies you for this position.

PRE-EMPLOYMENT DETAILS:

STCC conducts a pre-employment screening. Initial and continued employment is dependent upon meeting National Background Check Criminal Offender Record Information (CORI) and/or Sex Offender Registry Information (SORI) check and if applicable Physical and Alcohol/Drug Testing requirements. Screening also includes verification of academic credentials licenses certifications and/or verification of work history. Finalist(s) for this position will be subject to a pre-employment screening as a condition of employment.

POLICY STATEMENT ON AFFIRMATIVE ACTION EQUAL OPPORTUNITY & DIVERSITY:

Springfield Technical Community College is an affirmative action/equal opportunity employer and does not discriminate on the basis of race color national origin ethnicity sex disability religion age veteran status genetic information pregnancy or related conditions gender identity sex characteristics sex stereotypes 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 Sex-Based Harassment. Inquiries or complaints concerning discrimination harassment or retaliation shall be referred to the Colleges Affirmative Action Officer and/or Title IX Coordinator Kathryn C. Senie Ed.D J.D. at 413.755.5642 or via email at the Massachusetts Commission Against Discrimination the Equal Employment Opportunities Commission or the United States Department of Educations Office for Civil Rights.

EQUAL OPPORTUNITY STATEMENT:

STCCs personnel and academic decisions programs and policies are formulated and conducted in a manner which will ensure equal access for all people and prevent discrimination. As part of this effort a College will ensure that employment and academic decisions programs and policies will be based solely on the individual eligibility merit or fitness of applicants employees and students without regard to race color creed religion national origin age disability sex marital status military service gender identity genetic information sexual orientation or political or union affiliation.

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