Location: Pittsfield,MA, USA
About Berkshire Community College:
Berkshire Community College (BCC) has the distinction of being the first community college established in the Commonwealth of Massachusetts. Nestled in the scenic Berkshire Hills, our nearly 2,000 students have access to a wide range of career and transfer programs on our newly renovated campus. Occupying a scenic 180-acre property, just minutes from downtown Pittsfield, Massachusetts, BCC provides students from a broad range of cultural and socioeconomic backgrounds with an intimate learning environment, small class sizes, and much opportunity for interaction with faculty. Berkshire County was home to many forward-thinking historic figures including, W.E.B. DuBois, Susan B. Anthony, and Elizabeth (Mumbet) Freeman, all of whom were pioneers of social justice. The Berkshires contain both rural and urban elements, combining a beautiful natural environment with world class museums and other cultural opportunities. Pittsfield and Berkshire County continue to evolve, with immigrants from over 70 countries now calling the Berkshires their home. BCC seeks to recruit diverse employees who embrace, as well as demonstrate, a commitment to diversity and inclusion and whose experiences and perspectives model the opportunities and success derived from a college education.
Job Description:
Position Overview:
Reporting to the Vice President for Strategic Initiatives and Community Engagement, this position manages the various administrative and operational support duties for several college areas, including the Division of Strategic Initiatives and Community Engagement, Diversity, Equity, & Inclusion, and the Assistant Dean of Strategic Initiatives and Student Success. This role is crucial in ensuring smooth operations across these areas by managing administrative tasks, organizing digital spaces, supporting event planning, and maintaining accurate records. The ideal candidate will be highly organized and proficient at recordkeeping and scheduling, proficient with digital tools, skilled in written and verbal communication, and possess skills in budget tracking and event coordination.
Essential Functions:
Administrative Support:
* Provide day-to-day administrative assistance to the Vice President, Assistant Dean, and Director of Diversity, Equity, and Inclusion.
* Manage and organize digital spaces, including Microsoft Teams, to ensure easy access to information and resources.
* Coordinate and organize meetings, including scheduling, sending invitations, and setting up necessary technology.
* Assist with documentation of processes, maintaining records, and ensuring accurate data entry.
* Exercise initiative and independent judgment in performing administrative duties, resolving problems, and making decisions.
Budget Management:
* Support data entry and tracking of budgets across multiple departments.
* Assist in the preparation of budget reports and ensure adherence to budgetary guidelines.
* Collaborate with relevant staff to monitor expenditures and reconcile budget discrepancies.
Event and Calendar Planning:
* Plan and coordinate events, meetings, and outreach initiatives, including logistical arrangements and communication with participants.
* Assist with event communications, including creating and distributing materials, managing RSVPs, and organizing event-related outreach, including follow-up messages and feedback surveys.
Communication and Outreach:
* Draft and manage communications related to events, meetings, and outreach activities.
* Serve as a point of contact for inquiries and coordinate responses with relevant staff.
* Assist in the development and dissemination of newsletters, reports, and other communications.
Meeting Support:
* Prepare agendas, take minutes, and organize follow-up actions for meetings.
* Ensure timely distribution of meeting materials and assist in the organization of post-meeting tasks.
* Maintain an organized archive of meeting notes and related documents.
Data and documentation support:
* Assist in the collection, organization, and presentation of data related to departmental activities, student success, and diversity initiatives.
* Maintain accurate records and documentation, ensuring all data is securely stored and easily accessible.
* Support the preparation of reports, presentations, and other documentation as required.
Requirements:
* Knowledge of the principles and practice of office management
* Knowledge of the methods of general report writing
* Knowledge of the types and uses of general office equipment
* Experience analyzing data to draw conclusions and make appropriate recommendations.
* Ability to gather information and examine documents for accuracy
* Ability to write concisely, express thoughts clearly and develop ideas in logical sequence
* Ability to prepare general reports
* Ability to maintain accurate records
* Ability to prepare and use charts, graphs, and tables.
* Ability to communicate effectively in oral and written expression
* Ability to establish rapport and maintain harmonious working relationships with a diverse workforce
* Experience planning, assigning and monitoring the work of others
* Ability to exercise sound judgment
* Experience handling confidential information
* Ability to contribute to an inclusive work environment
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.
I. An Associate's 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'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.
Note: You may substitute up to two years of education for the required experience.
Additional Information:
* Source of Funding: State Funded
* Salary: $57,223 per year at grade 17, step 1; full-time; benefited.
* Union: AFSCME
* Supervisor: Vice President for Strategic Initiatives and Community Engagement
* Area of Assignment: President's Office
* Effective Date: January 2025
Massachusetts Class Specifications for the Administrative Assistant series are available on the Massachusetts Department of Higher Education Website.
Pursuant to the Clery Act of 1990 a copy of Berkshire Community College's security report is available on the BCC Website.
BCC is committed to providing an inclusive learning and working environment that values the diverse backgrounds of all people and encourages applications from individuals whose experiences and perspectives model the opportunities and success derived from a college education.
Berkshire Community College is an affirmative action/equal opportunity institution and does not discriminate on basis of race, creed, religion, color, gender, gender identity, sexual orientation, age, disability, genetic information, maternity leave, military service, and national origin in its education programs or employment. All inquiries concerning application of the above should be directed to the Title IX Coordinator and Affirmative Action Officer, 1350 West Street, Pittsfield, MA 01201.
Application Instructions:
To apply, submit a resume and cover letter by visiting the Berkshire Community College Job Board.
Closing date: November 24, 2024