Administrative Assistant II, Student Information Center - Middlesex Community College - Military veterans preferred

Middlesex Community College


Middlesex Community College (MCC) is one of the largest community colleges in the Commonwealth, employing people in full-time, part-time, faculty, professional, administrative, and support positions at campuses in both Lowell and Bedford, and online. We are focused on equity to transform lives and shape futures. MCC values equity and inclusion as the foundation for excellence, innovation, and success for our employees and students. MCC is committed to a policy of affirmative action, equal opportunity, equal education, non-discrimination, and diversity to provide a learning and working environment that values the diverse backgrounds of all students and employees. MCC strives for a faculty and staff that reflect its richly diverse community of students. Women, people of color, persons with disabilities and others are strongly encouraged to apply.
Applications for employment are considered without regard to race, color, religion, sex, sexual orientation, national origin, age, disability, genetic information, marital status, or veteran status. Middlesex 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 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.
Prospective employees are encouraged to review the College's Annual Safety & Security Report, in compliance with the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act, which can be found on the disclosure page of the College's website at: https://www.middlesex.mass.edu/disclosurestatements/campsecrpt.aspx

Location: Lowell, MA Category: Full-time Staff Posted On: Wed Aug 27 2025 Job Description:

Title: Administrative Assistant II

Unit: AFSCME Unit I

Department: Enrollment Management Division, Student Information Center (SIC)

Reports to: Assistant Director of Student Information Center

Date: August 27, 2025

General Summary: The Administrative Assistant II for the Student Information Center will work within the Department of the Registrar and the Student information Center to support students, staff, and faculty. This position works within a highly active office serving individuals from diverse backgrounds. This position will serve to support the Office of the Registrar, Student Information Center, and the Dean of Enrollment with administrative duties. This individual will respond to inquiries and concerns in a problem-solving, customer service mode by assessing the nature of the inquiry or concern and determining the best method to answer an inquiry or resolve a concern. This may involve extracting or researching data in the BANNER system, contacting other college departments for information, or referring the matter to other departments. The incumbent will be responsible for assisting students in the usage of the MCC portal and self-service applications such as MiddleNet, Navigate, Degree Works, e-Forms, e-Transcripts, and immunization tracking. This position will oversee departmental purchasing and supplies, departmental communications, scheduling meetings and organizing reports and information.

Duties and 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.
• Manage Purchase Orders, Office supply and stationary orders, organizing of travel for events.
• Ability to triage basic Financial Aid and FASFA 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 accounts 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 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.
• Update and create a schedule communications to students, faculty and staff.
• Maintain websites and materials within the college to assist in the community navigating resources.
• Maintain E-forms and departmental documents and calendars.
• Enter events and maintain 25Live room scheduling software.
• Create and run reports in Argos and or Helio Campus.
• Work with other departments to communicate deadlines, and efficiently update interdepartmental documentation and websites.
• Create and publish departmental/divisional newsletter.
• Assist with other Enrollment or Registration duties as assigned.
• Meet with parents of students and explain the rights and procedures with regard to the Family Education Rights and Privacy Act (FERPA).
• 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.
• Work on departmental administrative functions such as purchase orders, processing accounts payable transaction follow up, scheduling of departmental travel and reimbursement, planning for division events and scheduling of events, organizing of divisional meetings and resource planning.
• Confer with the Registrar and the Associate Registrar 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.
• Understanding of MassReconnect and other state aid initiatives.
• Maintain and Streamline faculty and student communication processes and schedule of communications.
• 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.

• 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: Tutoring, Advising/Placement, Recruiting, Registrar, Personnel Management, Budgeting, Accounting, Records Management, Work Simplification, or 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.

Preferred Qualifications:

• 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.
• Experience in compiling data or work and or project management.
• 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 supervise, including planning and assigning work according to the nature of the jobs to be accomplished, the capabilities of subordinates and available resources.
• Ability to learn and effectively use MicroSoft Office software, BANNER, Degree Works, and other applications required for service to students.
• Bilingual skills a plus

Salary Range: $60,119.28 is the starting salary for a Grade 17, Step 1, AFSCME Unit II role; actual salary commensurate with academic background and experience. Employees of Middlesex Community College are considered employees of the Commonwealth of Massachusetts and receive benefits, which include:

• 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)

Location: Lowell campus with occasional travel to Bedford as needed

Hours: 37.5 hours per week, schedule to be determined upon hire, This position will be eligible for a maximum of one day of telework in accordance with the College's telework policy.

Expected Start Date: September/October 2025

Application Deadline: September 17, 2025

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