Administrative Assistant Ii, Center For Corporate And Professional Education

Job Description:
GENERAL STATEMENT OF RESPONSIBILITIES:
Provides efficient and Professional administrative support to the Wellness Institute and the Center for Corporate and Professional Education (CCAPE) at Cape Cod Community College. This position requires strong administrative office skills and experience, a high level of organization, excellent communication and interpersonal skills and robust computer skills. Problem-solving skills, flexibility and the ability to cooperate with others in a complex and varied environment are essential. The ability to be self-directed is required in day-to-day office operations.
EXAMPLES OF DUTIES:
1. Provide comprehensive administrative support and assist with the implementation of all non-credit workforce training programs for the Wellness Institute and CCAPE departments including:

• Manage communication, including answering phones, responding to email, coordination/scheduling of internal and external meetings (in-person and Zoom), and providing exceptional customer service assistance to students, staff, instructors/trainers, the community, external partners, and local employers.
• Register students and participants into college registration system (Jenzabar).
• Maintain and update online registration platform (CourseStorm), QuickBooks, SurveyMonkey, CRM and other related software/databases.
• Maintain and update student, employer and marketing databases.
• Prepare and modify documents including correspondence, reports, drafts, memos, contract training proposals, scopes of work, program tracking spreadsheets, and emails.
• Assist with student recruitment, enrollment, attendance, monitoring progress/status in courses, referrals to support services, course evaluation creation/review, and career placement, when applicable.
• Assist with and maintain community education and contracted training related inquiries, both externally and internally.
• Coordinate scheduling and prepare classrooms for orientations, meetings, and class/training programs.
• Maintain excellent working relationships and communication with all relevant partners, agencies and internal and external stakeholders.

2. Input and maintain Wellness Institute financial information and assist with accounts payable and receivables for Wellness Institute and CCAPE.
3. Conduct and maintain email marketing using Constant Contact for Wellness Institute and assist with CCAPE as needed.
4. Assist with and maintain Wellness Institute and CCAPE Community Education Social Media posts (Facebook, LinkedIn, Instagram).
5. Record meeting minutes and identify action items for Wellness Institute; and assist with CCAPE meeting minutes.
6. Call/Text/Email current and potential Wellness Institute community education students to provide informational updates.
7. Assist in the day-to-day operations, administration, and implementation of all noncredit Wellness Institute programing/classes and all noncredit CCAPE classes/training programs. This includes, but is not limited to:

• Maintain enrollment, contact hours and revenue tracking spreadsheets for Wellness Institute and CCAPE.
• Maintain communication and coordination efforts with Wellness Institute instructors/trainers and CCAPE instructor/trainers.
• Prepare and maintain student/participant evaluations for Wellness Institute using SurveyMonkey; and assist with student/participant evaluations for CCAPE.
• Assist in the compilation and organization of information from different sources to develop agendas, meeting materials, and monthly and quarterly reports for internal, external stakeholders, and funders;
• Assist with Continuing Education Credit/Unit applications, provide CEU certificates for eligible classes, maintain records issued;
• Assist and maintain Digital Badging platform (Credly), provide administrative support for all functions related to issuing badges;
• Assist in development, administration, and compliance of CCAPE and Wellness Institute grant awards.

8. Other related duties as assigned.
9. Flexible schedule required; some evening coverage may be requested.
Requirements:
MINIMUM QUALIFICATIONS:

1. Three years 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 any equivalent combination of the required experience and the substitutions below:
   • An Associate 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 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 or diploma will be prorated based on the proportion of the requirements completed.
2. High level of organizational and communication skills.
3. Demonstrated ability to work in a collaborative team model.
4. Ability to prioritize projects and strong problem-solving skills.
5. Ability to produce work with a high degree of accuracy in a deadline driven environment.
6. Excellent interpersonal skills.
7. Enthusiasm for working effectively with a diverse population of students, administrators, faculty, the public, and local business organizations.
8. Proficient in Office 365, specifically Word, Excel and Outlook.
9. Valid driver's license and access to a vehicle.

ADDITIONAL PREFERRED QUALIFICATIONS:

1. Experience in Higher Education.
2. Experience with the following tools and technologies: Jenzabar, CourseStorm, QuickBooks, SurveyMonkey, and any type of cloud-based CRM software.

Equivalency Statement
Applicants who do not meet the qualifications as noted above are encouraged to put in writing precisely how their background and experience has prepared them with the equivalent combination of education, training, and experience required for the responsibilities of this position.
Additional Information:
COMPENSATION:
Full-time, benefited AFSCME Unit Position - Job Grade 17 - Step I with starting annual salary of $55,022. Candidates may qualify for placement above entry-level salary if currently employed in the State system. A copy of full State Classification Specification for Account is available in the Office of Human Resources, or at https://www.mass.edu/foradmin/humanresources/classspecs.asp.

• Position includes participation in a comprehensive employee benefits program including membership in the Massachusetts State Employees' Retirement System.
• Option for hybrid work arrangement with 1-2 remote workdays per week.

APPLICATION DEADLINE: January 16, 2024
This appointment is subject to the FY2024 budget appropriations.
Appointment subject to SORI (Sex Offender Registry Information), publicly accessible Massachusetts CORI (Criminal Offender Record Information) and national background checks.
The College cannot consider applicants who do not have the ability to work in the United States without assistance from the employer.
Cape Cod Community College is an affirmative action/equal opportunity employer and does not discriminate on the basis of race, color, national origin, sex, disability, religion, age, veteran status, genetic information, gender identity or sexual orientation in its programs and activities as required by Title IX of the Educational Amendments of 1972, the Americans with Disabilities Act of 1990, Section 504 of the Rehabilitation Act of 1973, Title VII of the Civil Rights Act of 1964, and other applicable statues and College policies. The College prohibits sexual harassment, including sexual violence. Inquiries or complaints concerning discrimination, harassment, retaliation or sexual violence shall be referred to the College's Affirmative Action/Title IX Coordinator, the Massachusetts Commission Against Discrimination, the Equal Employment Opportunities Commission or the United States Department of Education's Office for Civil Rights.
Application Instructions:
**ALL APPLICATION MATERIALS MUST BE SUBMITTED ELECTRONICALLY IN ORDER TO BE CONSIDERED.**
Begin the online application process by going to the APPLY NOW link. During the process you will be given an opportunity to upload required documents: a cover letter addressing how you meet the minimum requirements of the position and resume (failure to submit requested documents may result in disqualification). Please note that finalist candidates will be asked to provide three current professional letters of reference and transcripts.
See the FAQ for using our online system. Please contact us if you need assistance applying through this website.
Returning Applicants - Login to your Cape Cod Community College Careers Account to check your completed application.