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Administrative Assistant II - Community Education and Training

Middlesex Community College

Job Description

Middlesex Community College (MCC), established in 1970, provides access to affordable education for a diverse community from all ethnic backgrounds and identities, preparing individuals for success and lifelong learning. We promote academic excellence, provide workforce development opportunities, and empower all learners to become productive and socially responsible members of our local and global communities.

The College provides a broad range of services that are essential to attract, reward, and retain talented faculty and staff. The MCC community promotes a culture of inclusion in which our employees feel supported and empowered to best serve our diverse student population. We are proud to offer our classes on both the Bedford and Lowell campuses, as well as a robust online course offering. MCC is committed to transforming lives as we educate, challenge, and support all students as evident in our strategic plan.

As an Affirmative Action employer, MCC strongly encourages members of underrepresented groups, minorities, women, veterans, persons with disabilities, and all persons committed to diversity and inclusive excellence to apply.

Job Description:

Title: Administrative Assistant II

Unit: AFSCME, Unit I, Grade 17

Department: Institutional Advancement/ Community Education and Training

Reports to: Dean of Workforce Development and Innovation

Date: April 8, 2023

General Summary:

Provide administrative office support for the Office of Community Education and Training (CET) in developing, implementation, marketing, monitoring, financial reporting, assessment, and troubleshooting of all departmental noncredit courses, programs, and initiatives. Work across college departments (facilities, finance, information technology, human resources, marketing, security, etc.) to ensure smooth operations. Creates a welcoming environment for all faculty, staff, and students; responds professionally and calmly to all requests; engages in problem-solving as appropriate. May also support the Office of Corporate Education, as needed.

Duties and Responsibilities:

  • Provides administrative support for Community Education & Training students and departmental staff.
  • Supports the development, implementation, monitoring, and troubleshooting of all noncredit courses and community education courses and programs.
  • Follows with the production schedule to enter all noncredit courses into Banner/Course Storm each semester.
  • Assists with tracking and monitoring department Budget & End of Fiscal Year reporting. This includes preparing the fiscal year budget plan, determining encumbrances for vendors, monitoring budget pools throughout the fiscal year, comparing yearly reports, and estimating course enrollments and monies needed.
  • Develops instructor contracts and oversees all HR faculty payroll and paperwork.
  • Maintains Community Education instructor payroll. Works with Dean, Director and Assistant Director, Instructors, and Payroll Office to provide data for biweekly faculty payroll.
  • Completes reconciliation of finance information in CampDoc
  • Works with Technology Center to download Master of courses/instructors and payroll each semester. Develops instructor contracts and electronically delivers contracts.
  • Supports all administrative and logistical information for all health career programs, including Nurse Assistant, Dental, and Pharmacy Technician, and other programs as assigned. First point of contact for all health programs. Coordinates/ensures compliance of all student health records for non-credit health programs for health careers program.
  • Register and enroll CET students directly in Banner; resolve holds with Enrollment and Student Accounts; confirm enrollments with students.
  • Processes and monitor all Cengage Learning/Ed2go payments/reconciles with student enrollment/banner finance.
  • Responsible for obtaining student grant documentation and following through with a separate invoicing process with the Bursar's Office.
  • Responsible for assisting in the implementation, integration, and maintenance of the Course Storm enrollment system this includes the entire life cycle of the student registration process from student registration through Banner finance reconciliation
  • Acts as liaison for all noncredit course vendors and faculty to secure course details, invoices, and payment each semester; Assists with creation, maintenance, and processing of all state vendor contracts.
  • Processes and monitors all department invoices/Purchase Orders. Processes, tracks, and monitors all 3rd party billing and career center vouchers, and vendor contracts. Responsible for purchasing to ensure the CNA lab is fully stocked.
  • Responsible for College for Kids program purchasing to support instructors and health supervisor.
  • Proofs semester catalogs, brochures, and mailings for accuracy.
  • Interacts with faculty, Dean, Director, Assistant Director, and other Administrative staff to ensure noncredit classes run efficiently.
  • Organizes Administrative duties regarding the Corporate & Community Education & Training Advisory Board.
  • Staff/Represent MCC at Vendor Expos, Open Houses, MCC sponsored events, and Registration tables as needed.
  • Provides administrative support for Director, Dean, Assistant Director, and departmental staff; supports other administrators as needed. Provides Administrative Support for Corporate Education and Executive Director of Institutional Advancement as needed.
  • Provides information, troubleshoots, and resolves issues with noncredit students, instructors, and programs.
  • Supports MCC students enrolled in online learning vendor programs including Ed2go, and SHRM. Verifies students as needed. Resets and issues Blackboard login information via Blackboard, Zoom, and WebEx. Assists students and instructors in the use of different LMS software.
  • Other duties as assigned.


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.


I. An Associate's or higher degree with a major in business administration, business management or public administration may be substituted for 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 on the basis of the proportion of the requirements actually completed.

Qualification Required:

  • Knowledge of the principles and practices of office management.
  • Working knowledge of MS Excel, Access, and Word.
  • Maintain and generate accurate reports using MS Access and Excel.
  • Ability to assemble items of information in accordance with established procedures, including the ability to use the internet to retrieve information.
  • Knowledge of the methods used in the preparation of charts, graphs, and tables.
  • Skill in operating general office equipment such as telephone, copy machine, fax machine, shredder, calculator, typewriter, personal computer, printer, or similar equipment.
  • Ability to understand, explain and apply the laws, rules, regulations, policies, procedures, specifications, standards, and guidelines governing assigned unit activities. Ability to work accurately with names, numbers, codes, and/or documents.
  • Ability to analyze and determine the applicability of data, to draw conclusions, and to make appropriate recommendations.
  • Ability to follow written and oral instructions.
  • Ability to gather information through questioning individuals and by examining records and documents.
  • Ability to write concisely, to express thoughts clearly, and to develop ideas in a logical sequence.
  • Ability to assemble items of information in accordance with established procedures; and to determine the proper format and procedure for assembling items of information.
  • Ability to prepare general reports and maintain accurate records; and to prepare and use charts, graphs, and tables.
  • Ability to communicate effectively in oral expression and to deal tactfully with others.
  • Experience with equity-minded work and/or understanding of individuals of diverse identities such as race, ethnicity, socioeconomic level, sexual orientation, veterans, and individuals with different academic preparation levels and varying physical and learning abilities.
  • Ability to give written and oral instructions in a precise, understandable manner.
  • Ability to supervise, including planning and assigning work according to the nature of the job to be accomplished
  • Ability to exercise sound judgment and to exercise discretion in handling confidential information.

Preferred Qualifications:

  • Experience with Banner and Blackboard
  • Bilingual skills a plus.

Additional Information:

Salary Range: $52,906.62 is the Step 1 starting salary for Grade 17, Unit I position. Employees of Middlesex Community College are considered employees of the Commonwealth of Massachusetts and receive benefits, which include:

  • High-quality and affordable health insurance through the Commonwealth's Group Insurance Commission (GIC)
  • Competitive Dental and Vision Plans
  • Flexible Spending Account and Dependent Care Assistance programs
  • Low-cost basic and optional life insurance
  • Retirement Savings: State Employees' Pension or Optional Retirement Program (ORP) and Deferred Compensation 457(b) plan or 403(b).
  • 12 paid holidays per year and competitive Sick, Vacation, and Personal Time
  • Tuition Benefits for employees and dependents at state colleges and universities
  • Short-Term Disability and Extended Illness program participation options
  • Professional Development and Continuing Education opportunities
  • Cell Phone Bill Discounts with Verizon and T-Mobile Cell Phone Carriers
  • Access to the Commonwealth's Mass4You, employee assistance program
  • Free employee parking on Bedford and Lowell campuses
  • Eligibility towards Public Service Loan Forgiveness (PSLF)

Location: Bedford campus with occasional travel to Lowell as needed

Hours: 37.5 hours per week, schedule to be determined upon hire, This position will be eligible for a maximum of two days of telework in accordance with the College's telework policy.

Expected Start Date: June 2023

Application Deadline: May 29, 2023

Application Instructions:

Please apply directly to this position via Middlesex Community College's Employment Opportunities webpage: https://middlesex.interviewexchange.com

All applicants must apply online by submitting:

  • Cover Letter
  • Resume
  • Names and contact information for three (3) professional references

Pre-Employment Requirements:

The College will not sponsor applicants for work visas.

Candidates for employment should be aware that all Middlesex Community College students, faculty, and staff are required to be fully vaccinated. 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. Please review the College's COVID-19 Vaccine Policy for Employees for more information.

Successful applicants will be required to complete a Criminal Offender Record Information (CORI/SORI) request.

Middlesex Community College only accepts application materials through our online application system. We are unable to accept application materials through mail, email, fax, or hand delivery. If you do not have access to a computer, please contact Human Resources at careers@middlesex.mass.edu.

Middlesex Community College strives to make the application and interview process accessible for all applicants but understands that applicants may still encounter barriers due to ability, language, or technology. If we can make the process any more accessible for you, contact Human Resources at 781-280-3549 or careers@middlesex.mass.edu.

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