Inside Higher Ed · 2 days ago
Administrative Assistant I, Student Information Center
Lowell, MA
Full-time
Hybrid
Entry Level
$55K/yr - $55K/yr
2+ years expMiddlesex Community College is an institution dedicated to providing affordable education and empowering students. They are seeking an Administrative Assistant I for the Student Information Center to manage daily operations and provide student advocacy services, ensuring inquiries and concerns are addressed effectively.
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Responsibilities
Manage the daily operations of the Student Information Center in an efficient and professional manner with minimal supervision, due to the dual campus arrangement, while promoting the goals of the department and college
Be fluent in Financial Aid processes and Banner modules. Assist with general Financial Aid and Student Account issues and questions
Serve as a student advocate by finding solutions to student issues and problems and act as a liaison with faculty, advisors, personal counselors, admissions office, student account office, financial aid office and divisional support staff as a means of following up to ensure student inquiries and concerns or problems have been addressed and resolved
Provide information to students, faculty, and other college staff relating to enrollment services or college related matters whether in person, by telephone or email using BANNER student information system, the chat bot, and CastleBranch Immunization Records platforms
Register students, schedule enrollment; registration; assessment and advising appointments using SARS and Navigate platforms, process add/drops, withdrawals, address changes, program changes, reset passwords using the Super User Admin application and book classrooms for staff as needed
Instruct students on the use of student system applications such as Banner Self-Service, Degree Works, College Scheduler, Navigate, and Blackboard to register for courses, obtain grades and run degree audits
Assist faculty in using Banner Self-Service to enter mid-term deficiency grades, final grades, and retrieve student's contact information as needed
Maintain knowledge of, and explain to students, the entrance requirements to certain health programs (such as Dental Hygiene, Nursing, Radiologic Technology) where entrance requirements are more complex than some other programs
Explain course prerequisites, course student learning outcomes, and the general education requirements to students
Meet with parents of students and explain the rights and procedures with regard to the Family Education Rights and Privacy Act (FERPA)
Work with the Assistant Director of the SIC to identify and train best practices within the division of Enrollment Management
Triage questions that come in for Financial Aid and completion of the FAFSA
Assist with student and staff enrollment workshops and or trainings centered on Registration, Enrollment or Financial aid
Advise faculty of the procedures to determine when it is appropriate to give a student an incomplete or in-progress grade and enter grade changes submitted by faculty
Confer with the Director of Financial Aid on matters of policy and procedures when confronted with complicated situations
Assist with general Financial Aid questions and completion of the FAFSA Understanding of MassReconnect and other state aid initiatives
Confer with the Registrar and the Assistant Director of the SIC on matters of policy and procedures when confronted with complicated situations
Facilitate the admission of walk-in students by answering admissions questions, informing new students of the various college services, assisting students with the online admissions application, and setting up necessary appointments with student assessment; advising and financial aid
Research and assist students with assessment of their English and math skills by using Multiple Measures (MM) and/or Guided Self-Placement (GSP) and update scores in BANNER
Assist students in obtaining unofficial and official transcripts
Participate in Enrollment Services outreach and retention calls and attend virtual registration sessions and other virtual services
Assist in all activities of Enrollment Services as needed
Process enrollment documents using the college's document imaging platform, Softdocs
Maintain timely customer service by monitoring and responding to questions received in the Registrar, Health/ Records, and Withdrawal e-mail boxes
Process requests for full and part time student enrollment verifications, ensuring that all FERPA standards are met
Assist with the semester schedule by updating faculty revisions and proofing the semester schedule before it opens to the college community
Provide timely information about the graduation application process, degree eligibility requirements, and assist students with applying and communicate information about the yearly commencement to students
Complete other duties associated with the Student information Center and Registrar's Office
Qualification
Required
Applicants must have at least two 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: Advising, Personnel Management, Budgeting, Accounting, Recruiting, Records Management, Work Simplification, Registrar's Office, Counseling, Program Management
Any equivalent combination of the required experience and the substitution below: An Associate's degree or higher with a major in business administration, business management or public administration may be substituted for 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. Education toward such a degree will be prorated on the basis of the proportion of the requirements actually completed
Knowledge of the principles and practices of office management including exercising sound judgement and discretion in handling confidential information
Ability to understand, explain and apply the laws, rules, regulations, policies, procedures, specifications, standards and guidelines governing assigned unit activities
Knowledge of the methods of general report writing and the methods used in the preparation of charts, graphs and tables, and the ability to prepare general reports, and to prepare and use charts, graphs and tables using current technology
Knowledge of the types and uses of general office equipment including personal computers, telephone, copy machine, fax machine, shredder, printer and other office equipment
Ability to analyze and determine the applicability of data, to draw conclusions and to make appropriate recommendations
Ability to follow written and oral instructions, to communicate effectively in oral expression and to give written and oral instructions in a precise and understandable manner
Ability to gather information through questioning individuals and by examining records and documents
Ability to write concisely, to express thoughts clearly, and to develop ideas in a logical sequence
Ability to assemble items of information, in accordance with established procedures, in order to maintain accurate records
Ability to learn and effectively use Microsoft Office software, BANNER, Degree Works, and other applications required for service to students
Preferred
Bilingual skills a plus
Benefits
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)
Company
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