Administrative Assistant II - Information Technology - Middlesex Community College - Middlesex Community College : Job Details

Job Description:

Title: Administrative Assistant II - Information Technology

Unit: AFSCME Unit I

Department: Information Technology

Reports to: Chief Information Officer

Date: October 18, 2024

General Summary: The Administrative Assistant II is a creative, knowledgeable, detail and service-oriented individual. Under the general supervision of the Chief Information Officer (CIO), assists the CIO in managing the life cycle replacements for technology, utilizes the Banner Finance ERP system, including entering purchase orders and requisitions, reviews the IT budget, tracks all open orders, communicates with vendors for new and pending orders and contract renewals. Performs related administrative duties of the IT Department as assigned. Provide administrative assistance to the CIO and other IT directors, including managing schedules, coordinating meetings, and handling correspondence.

Duties and Responsibilities:

* Assume responsibilities for orienting all new staff to the technology center, including:

* Introducing new employees to existing technology center staff.

* Explain policies and procedures for technology center operations.

* Establish workspace and secure supplies and equipment for new staff.

* Arranging contacts with appropriate college staff and college community members.

* Serve as point of contact for Technology Center staff on workstations, office supplies/equipment, and other general office needs.

* Maintain minutes/notes for relevant meetings as directed by the CIO. Coordinate with the CIO's direct reports, which include scheduling meetings, organizing meeting agendas, attending meetings and taking minutes, maintaining accurate files, and ensuring appropriate follow-up to meeting actions.

* Scheduling of Technology Center staff meetings, staff evaluations, and project management.

* Provide Office Management support to the Technology Center.

* Organize and coordinate departmental events, meetings, and training sessions.

* Book conferences and arrange for conference registration, airfare, and hotel accommodations for the CIO and other staff.

* Processes employment e-forms through the Interview Exchange system and follows up on all division financial and hiring matters.

* Monitors budget with analysis of major spending; reviews vendor spending comparative year over year/semi-annually with CIO and Finance; communicates regularly with CIO regarding budget activity.

* Responsible for creating purchase orders and requisitions; submit backup documentation to the Purchasing Department and request change orders as needed.

* Monitor purchase orders and review open encumbrances in Banner to ensure proper balances. Request POs be closed and/or canceled when necessary.

* Gather quotes for items under the direction of the CIO; Oversee office supplies, services, and equipment, ensuring the IT department is well-equipped to function efficiently.

* Responsible for submitting new contracts and contract renewals to the Purchasing Department for review and execution.

* Communicate with the CIO to confirm Contractor services are complete and submit invoices to Accounts Payable for payment.

* Communicate with the Purchasing and Accounts Payable Department to resolve issues and discrepancies.

* Track life cycle replacements for technology under the director of the CIO.

* Facilitate review and documentation to support investment in new technology.

* Enter pcard purchases in the Bank of America Works system and upload applicable documentation.

* Follow up with vendors to resolve issues, update records, and gather documentation needed for supplies and services.

* Responsible for compliance with Procurement Policies and Procedures.

* Responsible for tracking technology leases and technology cloud subscription services.

* Responsible for tracking all grant technology purchases and activity.

* Receive inquiries for the Technology Center from faculty, staff, students, and the College community and provide answers where possible or make appropriate referrals.

* Provide administrative support to the CIO, Directors of Information Technology, and the division as necessary.

* Assist in the production of the Technology Center announcements.

* Provide Technical/System support, including:

* Maintenance of computer equipment database.

* Running and editing standard computer reports and scheduling departmental reports.

* Assisting with help desk operations.

* Provide support to the web administration function by researching web initiatives, creating documentation of web materials, and assisting with basic web page mark-up.

* Provide support to the instructional design function through the creation of training materials using software tools such as PowerPoint.

* Participate in the coordination of department workshops, seminars, and informational meetings.

* Open mail, answer calls, call for invoices.

* Produce, update, and maintain forms, guides, brochures, and publication materials used by the department and across the college as appropriate.

* Prepare reports when needed.

* Supervise support staff if applicable and ensure the timely completion of responsibilities.

* Performs other related duties as required.

Requirements:

* Applicants must have at least (A) two (2) years of full-time, or equivalent part-time, experience in office management, office administration, technology operations experience, help desk operations, 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, or (B) any equivalent combination of the required experience and the substitutions below.

* 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 three 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 on the basis of the proportion of the requirements actually completed.

Qualifications Required at Hire:

* Knowledge and experience with a centralized computer system for administrative services, fiscal resources, or human resources functions.

* Demonstrated successful experience with creating and maintaining reports, queries, and spreadsheets using Microsoft Office Suite, including Word, Access, and Excel.

* Ability to learn, implement, and communicate policies and procedures.

* Ability to effectively interface with all constituents and maintain strict confidentiality of sensitive information.

* Demonstrated interpersonal and communication skills, which include the ability to communicate effectively both verbally and in writing, to establish positive public relations for the department, and to maintain a professional demeanor with employees, students, and the public at all times.

* Ability to deal tactfully with others, establish rapport, and maintain harmonious working relationships with persons of diverse identities such as socioeconomic, sexual orientation, race, ethnicity, and veterans, including those with different levels of academic preparation and varying physical and learning abilities.

* Knowledge of the principles, practices, and techniques of supervision and the ability to supervise.

* Strong organizational skills with the ability to work independently and to prioritize work in a fast-paced environment.

* Ability to travel freely between campus locations.

* Knowledge of construction processes is a plus.

* Experience with current best practices in office management and digital equipment, including the use of computers and mobile devices.

* Ability to adapt to new demands, including technology, as it relates to supporting the Office of the CIO.

* 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.

Preferred Qualifications:

* Bilingual skills are a plus.

Additional Information:

Salary Range: $57,223.66 is the starting salary at Step 1. 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: Lowell campus with occasional travel to Bedford as needed

Hours: 37.5 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: December 2024

Application Deadline: November 8, 2024

Application Instructions:

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.

All offers of employment at Middlesex Community College are contingent upon clear results of a thorough background check. Background checks will be conducted on all final candidates, as deemed necessary.

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 [email protected].

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-###-#### or [email protected].