Administrative Assistant I

4 days ago

Holyoke, United States Holyoke Community College Full time

Holyoke Community College is housed on a multi-million-dollar, 135-acre campus, equipped with state-of-the art technology in specialized learning facilities. HCC serves over 9,000 students annually, and provides a variety of recreational and cultural activities, from sports programs to music festivals, for students and community members alike. The college's strongest assets continue to be an innovative spirit, a sincere concern for students and a commitment to strive for even greater success. These are the values which have created a tradition of excellence spanning more than six decades, and which are enabling Holyoke Community College to meet today's challenges.

Under the direction of the Assistant Vice President of Academic Affairs & Student Success (AVP AA&SS), the Administrative Assistant position provides administrative support to the Assistant Vice President of Academic Affairs & Student Success department.

  • Provide administrative assistant support to the AVP AA&SS. Prepares memos, emails, letters for the AVP AA&SS signature, some of which are confidential. Responds to all routine correspondence and contributes to the daily function of the office.
  • Provide a welcoming environment to the AVP AA&SS’s office - have the ability to interact collaboratively and effectively with students, faculty and staff and outside constituents. 
  • Manage the calendar/schedule of the AVP AA&SS. Organize and set up meetings, coordinate appointments, department meetings/minutes/retreats, and events. Reserve rooms for meetings and/or prepare zoom meeting links using college platforms (Coursedog, Zoom, etc.) 
  • Maintain AVP AA&SS’s cost center and related budgets. Process purchase orders and invoices, and contracts and tracking expenses and running reports. Utilization of Business Office platforms (Questica, etc.) is required.
  • Working with the Business Office, assist in the development of the AVP AA&SS yearly budget; participate in meetings to review budget requests, and mid-year budget analysis; enter budget information into Questica.
  • Assist the AVP AA&SS with managing reports to state and federal agencies. Utilizes college platforms such as EAB Navigate to access information and run reports as needed.
  • Maintain a file system and prepare emails, letters, memos, some of which are confidential.
  • Responsible for AVP AA&SS travel arrangements and maintaining accurate records of Requests to Travel and expenditures reporting.
  • Collaborate with Human Resources, assists with the hiring and onboarding of new department employees.
  • Collaborate with the Financial Aid Office & Human Resources, assists in the hiring, training, and coordination of student workers.
  • Serve as an active member of the Commencement Committee, Honors & Awards Committee and participate on search committees.   Attend other meetings as required and necessary.
  • Works with the administrative assistants/clerks within and outside the division in the planning and coordination of meetings, events and/or other related activities. 
  • Participate in college-wide committees, professional development activities, attend workshops and training sessions as required.
  • Perform other duties and special projects as assigned.

    EQUIVALENCY STATEMENT:  We welcome and encourage applicants, who do not meet the qualifications as stated below, to put in writing precisely how their background and experience have prepared them for the responsibilities of this position. It is preferred that this document be uploaded separately from the resume, cover letter, and references. Applicants who do not meet the minimum qualifications and do not have an equivalency statement will not be considered for the position.

    REQUIRED:  

  • Minimum two years of full-time, or equivalent part-time, experience in office management, office administration, business administration or business management (OR) An Associate’s or higher degree with a major in business administration, business management or public administration may be substituted for the required experience.
Ability to communicate effectively, both orally and in written formats.Proficiency MS Excel, MS Word, MS PowerPoint, Google Docs, Google Sheets, Google Drive, Gmail, Zoom and Docusign.  Exemplary interpersonal skills and ability to interact with faculty, staff, students and external agencies.Ability to follow written and oral instructions. Ability to work independently and as part of a team, manage multiple projects and assignments, exercise good judgment, and maintain confidentiality. 

*A comprehensive list of duties may be found at the Massachusetts Human Resources Division- Classification Specification under the “Administrative Assistant Higher Education Series.”PREFERRED:  

Associate's Degree from an accredited college in an administrative field and/or five-year experience in an administrative position.Bilingual.Experience working in a higher education environment or with faculty in an educational setting.

Full-time, AFSCME unit position 

Biweekly salary: $1,969.30; Grade 15; plus a comprehensive State benefits package.  

Funding Source: State

Hours:   37.5 hrs./week

- All candidates must have legal authorization to work in the United States. HCC is not sponsoring H1B Visa. 
 - Pre-Employment Background check, including Criminal History will be conducted for all positions.

Holyoke 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 statutes 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 and/or 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.

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