GENERAL STATEMENT OF RESPONSIBILITIES:

The Administrative Assistant II's primary responsibility is to provide high-level administrative support to the Division. The successful candidate will have strong administrative office skills and experience, a willingness to collaborate, a high level of organization, excellent communication skills, strong computer skills, a working knowledge of the policies and procedures essential in managing a complex and varied academic division, flexibility, and the ability to work in a complex environment.

EXAMPLES OF DUTIES:

• Work independently in Academic and Student Affairs office operations.
• Facilitate communication among department/division members.
• Responsible for general day-to-day office administration and supervision for the Dean's office and departments reporting to the Dean.
• Assist in preparation of information to submit to the public.
• Prepare correspondence for the Dean and the Division including reappointment memos, tenure recommendations, as well as other general correspondence.
• Confer with staff to exchange information, coordinate efforts, and obtain information concerning College programs and activities.
• Answer phone, email, personal inquiries, and provide "front door service" to students, staff, and the community.
• Support division members in class management.
• Maintain confidentiality of student records and information in accordance with FERPA regulations.
• Record and distribute minutes of meetings.
• Ensure proper completion of College forms, lists, documents, applications, or other forms of College communication, print and electronic.
• Schedule appointments and meetings both in person and via Zoom for the Dean with students, faculty, and for classroom observations.
• Collect materials each semester from faculty in accordance with MCCC Unit requirements/deadlines.
• Budget management for multiple cost centers including processing invoices, requesting purchase orders, preparing reimbursement documentation.
• Assist in grant management including payment tracking and documentation of grant projects/outcomes.
• Prepare travel documentation for the Dean including expense reimbursements.
• Provide clerical and office administrative support for the Dean, the Division, and the Office of Academic and Student Affairs.
• Participate in special projects as they arise.
• Work in collaboration across the campus with the Academic and Student Affairs staff.

MINIMUM QUALIFICATIONS:

1. Three 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:
i. 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. *
ii. 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 based on the proportion of the requirements completed. NOTE: Educational substitutions will only be permitted for a maximum of two years of the required experience.
2. High level of organizational and communication skills, flexibility, ability to work under pressure to meet deadlines, and enthusiasm for working effectively with a diverse population of students, administrators, faculty, and the public.
3. Ability to exercise discretion in handling confidential information.
4. Knowledge of FERPA regulations and College policies and procedures or the ability to read and interpret such.
5. Ability to handle multiple tasks simultaneously and adhere to deadlines with attention to detail and accuracy.
6. Knowledge of Windows-based software and PC functions, including advanced experience with Microsoft Office, including Word, Excel and PowerPoint or equivalents.
7. Experience in accessing and running queries using Student Information System Jenzabar, or similar system.

ADDITIONAL PREFERRED QUALIFICATION:

Experience working in a community college and/or a global multi-cultural academic setting.

Equivalency Statement

Applicants who do not meet the qualifications as noted above are encouraged to put in writing precisely how their background and experience has prepared them with the equivalent combination of education, training, and experience required for the responsibilities of this position.

COMPENSATION: $52,906.62 annual starting salary for full-time, 37.5 hours/week; Grade 17, Step I. AFSMCE Unit Position that includes participation in a comprehensive employee benefits program. Candidates may qualify for placement above entry-level salary if currently employed in the state system. A copy of the full State specifications for Administrative Assistant II is available at https://www.mass.edu/forfacstaff/classificationspecs/home.asp.

APPLICATION DEADLINE: May 21, 2023

Please visit our website at www.capecod.edu for information on Cape Cod Community College.

This appointment is subject to the FY2023/24 budget appropriations.

Appointment subject to SORI (Sex Offender Registry Information), publicly-accessible Massachusetts CORI (Criminal Offender Record Information) and national background checks.

The College does not provide any measure of assistance for applicants who do not have the ability to work in the United States.

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.