Administrative Assistant II Position Available In Sarasota, Florida

ADMINISTRATIVE ASSISTANT II

Category:

Classified

Department:

Academic Affairs-Behavioral & Social Sciences and Education

Locations:

Fall River, MA

Posted:

Jun 17, 2025

Closes:

Open Until Filled

Type:

Full Time

Position ID:

189313

About Bristol Community College:

Bristol Community College is an exciting place to work, learn, and grow! Bristol is dedicated to fostering an inclusive environment with a rich diversity of beliefs, cultures, languages, abilities, and lifestyles. Committed to enriching its educational experience through a supportive community, Bristol actively encourages candidates of all backgrounds to apply and achieve our vision of advancing a vibrant, diverse community through education, learner by learner. If you share a passion for helping students succeed and enjoy working in a community of innovative, inclusive, and collaborative colleagues, Bristol is the place for you!
As a Commonwealth of Massachusetts employer, Bristol offers a comprehensive compensation and benefits package, including health, dental, life, long-term disability, retirement and paid time off (vacation, personal, sick, and holiday pay). We also offer tuition waiver discounts at the Commonwealth’s public higher education institutions. More information can be found on our Benefits website.

Job Description:

POSITION TITLE

Administrative Assistant II

DEPARTMENT:

Behavioral & Social Sciences and Education

REPORTS TO

Dean of Behavioral & Social Sciences and Education

JOB LOCATION

Fall River, MA

POSITION STATUS:

This is a full-time, state funded, AFSCME, unit-classified position with benefits.

CLASSIFICATION SPECIFICATION

https://www.mass.edu/shared/classificationspecs/specspers/Administrative AssistantSeries.doc

SALARY:

AFSCME Unit 1, Grade 17, Step 1 $60,119.28 annually. Appointments from outside the bargaining unit begin at Step1.

STATEMENT OF DUTIES

The Administrative Assistant II provides administrative support to the Behavioral & Social Sciences and Education academic area including but not limited to the Dean and the area faculty and staff. The Administrative Assistant II also provides oversight for part-time clerical staff, work study students, and acts as the area liaison with other college offices, personnel, and students. Typical duties would include managing the daily operations of an academic office, providing on-going training, preparing and analyzing reports for the Dean, supporting faculty, and providing administrative support to the Dean, which may include but is not limited to scheduling meetings and managing the Dean’s calendar, as well as running various reports and course schedules as needed.

ESSENTIAL FUNCTIONS, DUTIES, AND RESPONSIBILITIES

Operations
Manage the daily operations of the academic office.
Oversee and coordinate the activities of part-time clerical staff, including Clerk II, in connection with the preparation and maintenance of reports, records, and documents.
Provide ongoing on-the-job training for employees, including direct and indirect reports.
Operate standard office equipment including computer, printer, copier, fax machine, etc.
Process weekly attendance reports for area faculty and staff.
Manage the online ordering, maintenance, and distribution of office supplies, as well as procurement of other external resources through the college’s selected vendor(s).
Process hiring forms, such as, but not limited to Personnel Action Forms, timesheets, adjunct faculty requests, computer and telephone access, etc.
Prepare mass mailings to students, advisory boards, and regional partners.
Provide administrative support to committees chaired by the Dean.
Provide assistance for academic area sponsored events, including working nights and weekends as necessary.
Provide all clerical support for grants within the area.
Schedule meetings; coordinate reservation of facilities, audio visual needs, and other support.
Provide clerical support for all program reviews and accreditation activities for the area.
Data Management
Use software applications, including Microsoft Office (Word, Excel, Publisher, Outlook) to produce letters, reports, agendas, etc.
Provide support to the Dean in tracking area budgets, including processing various budget forms, request for expenditures, budget modifications, and travel vouchers.
Analyze reports to make recommendations to the Dean concerning assigned academic area; reports may include budgetary items, course scheduling considerations, enrollment, etc.
Use college’s Management Information System (MIS) software, including but not limited to Banner and Argos, to run various reports, semester course schedules, faculty teaching schedules, class rosters, etc.
Create spreadsheets to compile statistical data for internal/external reports using the college’s software.
Faculty Support
Follow up on missing book orders, missing grades and enrollment verifications for area courses, as needed.
Distribute messages and mail to area faculty.
Provide assistance to adjunct and full-time faculty at all locations. (e.g., help with rosters, grades, syllabi, etc.).
Oversee and follow up on the final exam and student evaluation processes.
Provide support to interdisciplinary programs coordinated by area faculty or staff.
Collect and process tentative faculty schedules.
Collect College Service and Student Advisement evaluation materials.
Collect and return syllabi and log office hours reports for full-time and adjunct area faculty.
Demonstrate a sense of professionalism and consistently reflect Bristol’s core values while interacting with members of the Bristol community.
Focus on the Commonwealth’s Equity Agenda by applying related best practices throughout all job functions.
Perform other duties as assigned, consistent with the Collective Bargaining Agreement.

Requirements:

REQUIRED QUALIFICATIONS

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 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 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.

NOTE:

Educational substitutions will only be permitted for a maximum of two years of the required experience.

ADDITIONALY REQUIRED QUALIFICATIONS

Knowledge of the principles, practices and techniques of supervision.
Knowledge of the principles and practices of office management, including customer service and problem-solving skills.
Knowledge of the methods of general report writing.
Demonstrated skills in the use of software applications and computer equipment.
Demonstrated ability to:
Exercise sound judgment.
Supervise, including planning and assigning work according to the nature of the job to be accomplished, the capabilities of subordinates, and available resources; determining subordinates’ training needs and providing or arranging for such training; and motivating subordinates to work effectively.
Exercise discretion in handling confidential information.
Communicate effectively verbally and in writing.
Assemble items of information in accordance with established procedures.
Determine proper format and procedure for assembling items of information.
Deal tactfully with others.
Work effectively with a diverse student body, faculty, and staff.

PREFERRED QUALIFICATIONS

Minimum of an Associate degree.
Demonstrated experience working in a higher education environment.
Demonstrated experience supervising employees, preferably in an office environment.
Working knowledge of Microsoft Office, Office365, Banner, and Argos.
Demonstrated experience analyzing data and preparing reports in order to support decision making.
Ability to speak a language in addition to English.

PHYSICAL DEMANDS AND WORK ENVIRONMENT

The employee must meet the physical demands and work environment of the position. Reasonable accommodations may be made to enable those with disabilities to perform the essential functions of the job

Additional Information:

Equal Opportunity/Affirmative Action:

Bristol 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 or military 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 statutes 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 Title IX and Affirmative Action Officer, Johanna Bielawski at diversitytitleix@bristolcc.edu or 774.357.2681; the Massachusetts Commission Against Discrimination; the Equal Employment Opportunities Commission or the United States Department of Education’s Office for Civil Right.

Application Instructions: