Northern Essex Community College - Lawrence, MA
posted 4 days ago
Full-time
Lawrence, MA
Executive, Legislative, and Other General Government Support
About the position
The Administrative Assistant reports to the Executive Director and supports operations of the Center for Adult Education (CAE) by managing administrative tasks, maintaining records, coordinating enrollment activities, scheduling events, overseeing procurement, managing digital repositories, and assisting with hiring processes.
Responsibilities
- Provides support to the Executive Director and CAE staff with administrative tasks as needed.
- Maintains accurate records and databases (Destiny One, LACES, etc.) related to prospective students and enrollment activities.
- Supports enrollment pipeline activities and works closely with staff to ensure a smooth transition from interest to enrollment.
- Assists with scheduling meetings and events for enrollment e.g. testing sessions, information sessions, orientation, etc.
- Tracks and analyzes data related to enrollment trends, applicant demographics, and conversion rates.
- Generates reports to provide insights into the effectiveness of enrollment strategies and initiatives.
- Monitors expenditures to ensure required services are provided according to the approved budget and funds are used within the fiscal year and in compliance with the organizational budget.
- Manages office inventory and supply needs, identifies vendors, prepares requisitions, and places orders in compliance with NECC procurement policies.
- Maintains records of goods ordered and received, verifies payment records, reviews invoices, and ensures expenses are accurate, allowable, reasonable, and properly allocated.
- Composes documents to support program processes and procedures.
- Organizes and updates the digital repository of program-related documents, including curriculum materials, policies, procedures, and guidance documents, making them accessible to the CAE team.
- Responds to inquiries regarding enrollment and scheduling.
- Assists in the hiring process, ensuring alignment with NECC hiring requirements, policies, and procedures.
- Tracks employee time-off schedules and requests.
- Assists with monthly reporting.
- Supports the preparation of CAE events, such as AEFL week celebrations and graduation recognition ceremonies.
- Provides support to the Testing, Enrollment, and Data Coordinator in maintaining data.
Requirements
- Applicants must have at least (A) three 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, or (B) any equivalent combination of the required experience and the substitutions below.
- 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.
- 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.
Nice-to-haves
- Bachelor's Degree
- Highly developed customer service skills
- Proficiency with Microsoft Office Suite
- Ability to write concisely to express thoughts clearly and to develop ideas in logical sequence.
- Ability to work independently and in a team setting.
- Budget and Accounting experience
- Bilingual (Spanish/English)
- Experience working with and supporting a culturally diverse population
Benefits
- Complete fringe benefit package including competitive health insurance
- Free dental insurance
- Basic life insurance
- Long-term disability insurance
- Paid sick, vacation and personal leave
- Educational benefits for employee/spouse/dependents
- Excellent retirement benefits
