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 Job Description
Full-time Administrative Assistant I
Bedford/Lowell, Massachusetts
Posted Aug 20, 2014 by Middlesex Community College
Category: Secretary and Administrative Assistants


Company Description:

Middlesex Community College (MCC) employs over 800 people in full-time, part-time, faculty, professional administrative and support positions at campuses in both Lowell and Bedford. MCC is a dynamic institution, priding itself on the quality as well as the diversity of its programs. MCC is an Equal Opportunity Employer.

We are also committed to the recruitment and retention of a diverse workforce that reflects the communities we serve. We are an affiliate of the National Coalition Building Institute. We have significantly increased the diversity of our faculty and staff over the last five years, and are one of Massachusetts colleges participating in the Commonwealth Compact whose mission is to establish Massachusetts as a uniquely inclusive, honest and supportive community of -- and for -- diverse people, to acknowledge our mixed history in this effort, and to face squarely the challenges that still need to be overcome, understanding that the rich promise of the region's growing diversity must be tapped fully if Boston and Massachusetts are to achieve their economic, civic and social potential.

Applications for employment are considered without regard to race, color, religion, sex, sexual orientation, national origin, age, disability, genetic information, marital status, or veteran status. MCC strives for a faculty and staff that reflect its richly diverse community of students.

Middlesex Community College is an affirmative action/equal opportunity employer and does not discriminate on basis of race, creed, religion, color, gender, gender identity, sexual orientation, age, disability, genetic information, maternity leave, and national origin in its education programs or employment pursuant to Massachusetts General Laws, Chapter 151B and 151C, Title VI, Civil Rights Act of 1964; Title IX, Education Amendments of 1972; Section 504, Rehabilitation Act of 1973; Americans with Disabilities Act, and regulations promulgated thereunder, 34 C.F.R. Part 100 (Title VI), Part 106 (Title IX) and Part 104 (Section 504). All inquiries concerning application of the above should be directed to the Colleges Affirmative Action Officer and/or Section 504 Compliance Officer.

Job Description:

Administrative Assistant I

GENERAL STATEMENT OF DUTIES AND RESPONSIBILITIES:Provide student advocate services in the Student Information Center, a highly active office serving individuals from diverse backgrounds. Respond to inquiries and concerns in a problem solving customer service mode by assessing the nature of the inquiry or concern and determining the best method to answer an inquiry or resolve a concern. This may involve extracting or researching data in the BANNER system, contacting other college departments for information or referring the matter to other departments. Perform related duties as required.


  • Manage (the daily operations of) the Student Information Center, serving a diverse population, in an efficient and professional manner with minimal supervision due to the dual campus arrangement while promoting the goals of the department and college.
  • Serve as a student advocate by finding solutions to the students issues and problems and maintain a liaison with faculty, advisors, personal counselors, admissions office, bursars offices and divisional support staff as a means of following up to ensure student inquiries/concerns or problems have been addressed and resolved.
  • Provide information to students, faculty members, and other college staff relating to enrollment services or college related matters whether in person, by telephone or email using the BANNER student information system.
  • Register students, schedule enrollment, registration, testing and advising appointments using SARS system, process add/drops, withdrawals, address changes, program changes and assign personal identification numbers (PIN)to students in BANNER system resolving problems as they are encountered in any one of these activities, reset passwords using the Super User Tool and book classrooms for staff and others as needed.
  • Instruct students in the use of computer software such as Middlenet, Degree Worksand Blackboard to register for courses, obtain grades, run a degree audit and reset passwords.
  • Assist Faculty in using Middlenet to enter midterm deficiency grades and final grades, print class lists, retrieve students contact information and reset facultys passwords.
  • Maintain knowledge of and explain to students the entrance Requirements to certain health programs (such as Radiologic Technology, Nursing and Dental Hygiene where entrance requirements are more complex than some other programs), the policies and procedures with placement testing, course prerequisites and course intensives.
  • Process non-attendance letters coordinating information from individual faculty members with the bursars office.
  • Meet with parents of students and explain the rights and procedures with regard to the Family Education Rights and Privacy Act and the Youth Learner program as appropriate.
  • Advise Faculty of the procedures to determine when it is appropriate to give a student an academic withdrawal or incomplete grade and enter grade changes submitted by Faculty.
  • Confer with the Registrar and Assistant Registrar on matters of policy and procedure for complicated situations.
  • Responsible for preparation for the Registration Sessions which include the printing of registration lists, student profile sheets, program sheets and coordinating this information. Provide the appropriate materials for students and advisors.
  • During the registration sessions, lift holds, enter overrides, assign passwords, investigate with the IT department for computer set up and troubleshooting , supervise work study students, collaborate with the lead facilitator and monitor the flow of the registration sessions, ensuring that sessions are well ordered and students are advised and registered on a timely basis.
  • Facilitates the admission of walk-in students by answering admissions questions, informing new students of the college services, input of applications, checking for accuracy and setting up necessary appointments with testing, advising as needed.
  • Research and obtain problem test scores and enter into BANNER system as necessary.
  • Generate and print transcripts using various BANNER applications.
  • Manage folder information in the computer; enter prospective student information in the tracking system.
  • Other duties associated with the Student Information Center and Registrars office as assigned.



Knowledge of the principles and practices of office management including exercise sound judgment and discretion in handling confidential information.

Ability to understand, explain and apply the laws, rules, regulations, policies, procedures, specifications, standards and guidelines governing assigned unit activities.

Knowledge of the methods of general report writing and of the methods used in the preparation of charts, graphs and tables, and the ability to prepare general reports, and to prepare and use charts, graphs, and tables using current technology.

Knowledge of the types and uses of general office equipment including personal computers, telephone, copy machine, fax machine, shredder, calculator, printer, electric stapler or similar equipment.

Ability to analyze and determine the applicability of data, to draw conclusions and to make appropriate recommendations.

Ability to follow written and oral instructions; to communicate effectively in oral expression; and to give written and oral instructions in a precise, understandable manner.

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 logical sequence.

Ability to assemble items of information in accordance with established procedures to determine proper format and procedure for assembling items of information and to maintain accurate records.

Ability to deal tactfully with others and to establish rapport and maintain harmonious working relationships with persons from varied ethnic, racial, cultural and/or economic backgrounds, including those with different levels of academic preparation, learning and physical abilities.

Ability to supervise, including planning and assigning work according to the nature of the job to be accomplished, the capabilities of subordinates and available resources.

Ability to learn and effectively use Microsoft Office software, that Banner system, DegreeWorks, and other applications required for service to students.

Bilingual skills a plus.


Knowledge of the laws, rules, regulations, policies, procedures, specifications, standards and guidelines governing assigned unit activities including proper telephone procedures.

Knowledge of the types and uses of agency forms.

Knowledge of the principles practices and techniques of supervision.


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 Associates 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.


Possession of a valid and current Massachusetts Class 3 Motor Vehicle Operators License or equivalent is required.

To view Classification Specifications click here.

Additional Information:

SALARY: $735.68-$1,033.85/week. Starting salary will not normally exceed $735.68/week.

ADDITIONAL INFORMATION: Full-time 37.5 hours per week

AREA OF ASSIGNMENT: Student Information Center Bedford Campus


SHIFT: Monday through Friday; 9am 5pm

DAYS OFF: Saturday & Sunday


Application Instructions:

Applicants interested in applying MUST submit the following documents via online:

1. Cover Letter

2. Resume

Follow the steps below.

After completing all of the steps below, please go back into the newly created account and double check that your resume, cover letter, application & disclosure forms were uploaded as requested and appear in the format you desire.

If you have any questions follow the link to the Help Desk noted in the menu above to the left.

Returning applicants - click here to login to your Middlesex Community College Careers Account to review your completed application.


Apply Here




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