General Statement

The Staff Assistant for the Enrollment and Student Services Division is an integral member of the division; overseeing operational functions such as of the Enrollment and Student Services Division, serves as liaison between the Vice President and department heads, staff, students, partner agencies and the community at large; assists the Vice President in implementing all aspects of her responsibilities, including financial planning & reporting, projects management, operational functions, meeting and special event planning.

Supervision Received

Reports to Vice President for Strategic Enrollment & Student Engagement

Supervision Exercised

May supervise full-time and part-time clerical support and work study students. Will also oversee vendors' services.

Duties and Responsibilities

• Assists the Vice President with duties pertinent to running the Strategic Enrollment & Student Engagement division effectively.
• Coordinates the preparation of the fiscal year budget requests and financial reports, tracks the budget cost centers.
• Provides a considerable degree of decision-making while maintaining a high level of confidentiality and demonstrates a thorough knowledge of the functions of the College and the division.
• Exercises judgment in a multi-tasking environment, adjusting priorities as required.
• Plans and drafts correspondence for the Vice President.
• Assists in the development of divisional and college-wide reports through various platforms including: Engage, CX, Power BI, Excel, Tableau, and other means. Plans and schedules meetings and appointments for the Vice President.
• Serves as a liaison between the Vice President and reporting departments, as well as outside agencies such as the Department of Capital Asset Maintenance & Management and the Board of Higher Education.
• Sets up and maintains effective record keeping systems for the Enrollment and Student Services division.
• Manages files for appropriate records retention.
• Organizes special events and projects as assigned.
• Coordinates meetings, prepares meeting notes, records minutes and ensures that the appropriate follow-up actions are taken.
• Acts as liaison between the Vice President and cost center heads/grant directors regarding procedural matters relative to IPRs, Travel Authorization Requests, and other pertinent documents.
• Serves as receptionist for the Enrollment and Student Services Division, appropriately assisting visitors, answering phone calls, responding to and/or forwarding inquiries to appropriate parties for action.
• Reviews documentation and files for completeness and accuracy, verifies data and forwards documents/forms for action.
• Makes copies of forms and documents, sends/retrieves faxes and processes printing orders.
• Aides and assists the Enrollment and Student Services Division.
• Serves on college-wide committees as is appropriate.
• Maintains shared databases and files using various computer programs, such as Microsoft Word, Excel, Power Point, Outlook and Access.
• Serves as Budgets and Purchasing back-up by accessing budget information and entering Purchase Order information.
• Actively support the teaching and learning process; practicing honesty and integrity in and out of the classroom; strive to create and support a student-centered environment while fostering academic innovation and excellence.
• Work actively with other areas of the college to ensure a spirit of college wide collaboration, collegiality, civility, and teamwork. Respect the function of dissent in an academic institution while advancing a collegial atmosphere of campus collaboration.
• Embrace the ideals of diversity and inclusiveness and support the equal rights of all people by advancing the understanding and appreciation of differences including age, race, gender, ability, religious convictions, socio-economic status, ethnic heritage, or sexual orientation.
• Provide flexible, responsive and high quality service to all, be they students, community, or staff, and continuously assess processes and procedures and revise accordingly.
• Perform other duties as assigned.

Minimum Qualifications:

• Associate Degree in Business Administration or Office Management
• Strong written and oral communication skills.
• Experience working in a highly collaborative, interdependent environment.
• Demonstrated computer skills including word processing, database and presentation applications.
• Experience providing programming and marketing support.
• Experience with purchase orders, budget allocation and management.
• Problem-solving focus with strong decision-making skills.

Strong interpersonal skills.

Preferred Qualifications:

• Two years' experience working in a college environment
• Experience coordinating program events
• Knowledge of community stakeholders, community based organizations and other entities affiliated with the college.
• Experience working with executive leadership

Quinsigamond Community College is an affirmative action/equal opportunity employer and does not discriminate on the basis of race, color, national origin, ethnicity, gender, 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 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 Affirmative Action and/or 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.

Quinsigamond Community College will provide reasonable accommodations to qualified individuals with disabilities and encourages both prospective and current employees to discuss potential accommodations with the employer.

Diversity, inclusion, and equity are core values at Quinsigamond Community College. We are passionate about building and sustaining an inclusive, respectful, and equitable environment for all students, staff, and faculty. Every member on our college campus enriches our diversity. We support inclusion and are dedicated to ensuring equity in access to opportunities.

Quinsigamond Community College is an equal opportunity/affirmative action employer. Members of underrepresented groups, minorities, women, veterans, persons with disabilities, and all persons committed to diversity and inclusive excellence are strongly encouraged to apply.

Pre-Employment Requirements:

Successful applicants will be required to complete a Criminal Offender Record Information (CORI/SORI) request.