Administrative Assistant-General Counsel's Office - Middlesex Community College
Middlesex Community College
August 4, 2018
Location: Bedford, MA Category: Full-time Staff Posted On: Fri Aug 3 2018 Job Description:
Position Title: Administrative Assistant
Department: The Massachusetts Community Colleges' General Counsel's Office
Reports to: General Counsel
Located on Middlesex Community College's Bedford campus, the General Counsel's Office (GCO) serves as legal counsel to the Massachusetts Community College System. The General Counsel's Office advises and represents the Community Colleges' Presidents, Boards of Trustees, and administrators in all legal matters, including state and federal law compliance, employment and labor law, contract law, student discipline, free speech, discrimination, sexual harassment, policy development, information technology and immigration. Under the supervision of the General Counsel, the Administrative Assistant, working closely with the Office's other Administrative Assistant, is responsible for providing administrative support to the office's four attorneys.
ESSENTIAL JOB FUNCTIONS:
The Administrative Assistant will interface with members of the Community College system, including college presidents, board members, administrators, and faculty, as well as state officials, community leaders and other stakeholders. This position shall work cooperatively with the office's other Administrative Assistant and shall perform the following job functions with a high degree of quality, professionalism and confidentiality:
1. Telephone Communication
Receive, route, transfer, provide information, take messages and follow up on calls to the office ensuring that callers are greeted and responded to in a highly professional manner.
Exercise sound judgment in evaluating the nature of calls, referring callers for assistance and prioritizing requests for support.
Present a positive, good-natured attitude in all communications.
Maintain confidentiality of all verbal communications.
2. Written Communication
Receive/send and process mail.
Assist with document formatting.
Proofread legal documents, training materials and correspondence.
Compile and organize case files and court submissions.
Maintain Office Directory and list servs.
Assist with College Audit Letter process.
Maintain confidentiality of all written communications.
Assist in scheduling meetings and training programs, including arranging time, location, catering and the coordination/distribution of meeting materials.
Coordinate and schedule conference calls.
4. Stock Inventory
Maintain stock/inventory of office supplies and furniture as required.
5. Office Maintenance
Maintain, troubleshoot problems, and arrange for repair services of office computers and other machines when necessary.
Prepare work orders when needed.
6. Special Projects
Assist in the planning and coordination of special projects.
Serve as frontline receptionist for all office visitors and deliveries.
Experience and demonstrated competency with use of Microsoft office tools, including Excel, Access, Power Point and Word.
9. Additional Duties
Perform work or additional duties as requested by attorneys or as assigned by the General Counsel.
Qualifications Required at Hire
Ability to communicate effectively in oral and written expression including spelling, grammar, punctuation and word meaning/word usage.
Ability to deal tactfully with others including the ability to establish and maintain harmonious working relationships with others.
Ability to understand and apply the rules, regulations, policies and procedures of the Office.
Ability to gather information through questioning individuals and by examining records and documents and interpreting charts and graphs.
Ability to exercise discretion in handling confidential material and information.
Ability to follow oral and written instructions.
Ability to give written and oral instructions in a precise and understandable manner.
Ability to exercise and communicate sound judgment.
Ability to coordinate the efforts of others in accomplishing projects or tasks.
Cultural awareness and competency demonstrated by working with and/or understanding of individuals of diverse identities, backgrounds and experience.
Knowledge of high quality office practices and procedures including record keeping, correspondence control and business letter preparation.
Ability to work accurately with names, numbers, codes and/or symbols including the ability to analyze and determine the applicability of data, to draw conclusions and make appropriate recommendations.
Proficiency in operating computers and other standard office equipment.
Proficiency with word processing, spreadsheet and database software packages.
Skill in keyboarding.
Ability to maintain accurate records.
Minimum Entrance Requirements
Applicants must have at least (A) an Associate's Degree, (B) at least three years of full-time, or equivalent part-time, experience in a high-pace, professional office setting, and (C) proficient in Microsoft Office applications - Word, Excel, Access and Power Point
WORKING CONDITIONS/PHYSICAL DEMANDS: Normal office environment, not subject to extreme variations of temperature, noise, odors, etc. May use computer keyboards requiring eye-hand coordination and finger dexterity. All work time shall be spent in normal office setting.
This is a Full-Time Non-Unit Position, 37.5 hours per week with benefits.
Salary: Salary range is $44,000 - $48,000. Starting salary based on experience.
Hours: 9 am to 5 pm
Location: Bedford Campus
Start Date: September 2018
Application Deadline: August 17, 2018
The college will not sponsor work visas for this position.
Internal Number: 100995
About Middlesex Community College
At Middlesex Community College, everyone teaches, everyone learns. Collaborative in nature and innovative in practice, we educate, engage, and empower a diverse community of learners. Through transformative opportunities, we challenge and support every student to succeed and lead. Recognizing equity and inclusion as the foundation for excellence and creativity, Middlesex Community College meets the evolving educational, civic and workforce needs of our local and global communities.