Job Description

Administrative Assistant II - Dean of Students

Category: Full-time Staff  

Department: Student Affairs - Student Support Services

Locations: Lowell, MA

Posted: Jun 26, 2024

Closes: Sep 6, 2024 - 11:59 PM EDT

Type: Full-time

Position ID: 178164

About Middlesex Community College:

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 - Dean of Students 

Unit: AFSCME, Unit I

Department: Student Affairs

Reports to: Dean of Students

Date: June 26, 2024 (Reopened August 16, 2024)

General Summary: Responsible for reviewing and maintaining identifiable and confidential records and communicating with the MCC community and 3rd party individuals regarding highly sensitive subjects. Oversee the management and day-to-day functions of the Office of Community Standards.

Duties and Responsibilities:

• Provide daily administrative support to the Dean of Students/Title IX Deputy
  • Monitor Dean of Students email; Investigate and respond to requests for information
  • Administer budget, including entering purchase orders and placing orders
  • Manage financial spreadsheet and align with corresponding indices within Banner
  • Make travel arrangements utilizing the American Express Travel System
• Support the College Judicial Process
  • Communicate with students regarding allegations, charges, investigations, and hearings
  • Coordinate the classification and update of disciplinary records
  • Review sanction completion dates and communicate with students about deadlines
• Respond to inquiries, appeals, and demands, from the MCC community and 3rd parties related to private and/or protected information/data
  • Assist with Public Records requests, including correspondence and gathering documents
  • Complete and send student transfer reports
  • Respond to Law Enforcement requests for clearance/background checks
  • Serve as one of the first points of contact for students experiencing crisis or faculty reporting an urgent matter
  • Assist students with questions related to Student-facing Policy
• Collect and record information related to student complaints, grievances, and grade appeals
  • Respond to students and family members who may be in distress or otherwise experiencing volatile or unpredictable behaviors, de-escalate and/or contact emergency team members
  • Manage the users, links, tools and format for the Advocate web-based platform, Symplicity
  • Input select students and cases in Symplicity, including entering students, CARE and incident reports, and related notes and documents
  • Responsible for the application/removal of holds in Banner student information system as needed.
  • Ensure all PII data are appropriately filed in accordance with requirements
  • Follow up on student action plans as needed, including scheduling violence risk assessments, reviewing documents related to the student suicide prevention protocol and the College's Readiness to Return protocols.
  • Maintain all Behavioral Intervention Team (BIT) records and response for records access
• Assist with Title IX, Clery, and other compliance operations
  • In compliance with local, state, and federal regulations maintain confidential records, edit confidential reports and other sensitive documents, as well as obtaining individual information for contact and interview scheduling
  • Coordinate printing and distribution of all related publications
  • Support case processing, including creation of files, following timelines, and assisting with communication
  • Support logistics related to educational training and events
  • Assist Dean of Students with the collection and preparation of data that must be reported to the federal government under the Clery Act; communicate with Public Safety as needed
  • Support the College's compliance with training requirements, including regular outreach to students, maintaining a list of Campus Security Authorities, Mandated Reporters, Confidential Resource Providers, and Responsible Employees, ensuring training and credentials are up to date, manage Vector Solutions tracking and training platform
• Provide related marketing and outreach
  • Update and maintain website for Title IX and Disclosure Information, including the Annual Safety & Security Report and Alcohol Prevention Biennial Review
  • Update and maintain website and catalog for Dean of Students Office
  • Prepare and send general letters, emails, and texts as needed to student body
  • Ensure adherence to the mandatory disclosure notification calendar
  • Handle confidential communication regarding complaints and resolutions
• Other duties as assigned.

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.
  • 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 two 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. 
• 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 a plus 

Additional Information:

Salary Range: $57,223.66 is the starting salary for Grade 17, 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 of 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: October 2024

Application Deadline: September 6, 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 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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