Staff Associate - Administration and Finance - Bristol Community College
Bristol Community College
August 1, 2018
Fall River, Massachusetts
Location: Fall River, MA Category: Professional Posted On: Tue Jul 31 2018 Job Description:
STATEMENT OF DUTIES: Responsible for providing effective clerical, administrative, and project support to the Administration and Finance Department. Maintain a current knowledge of appropriate college and finance policies, processes and procedures in an effort to ensure efficiency and integrity of the office of the Vice President for Administration and Finance. Serve as a primary point of contact for internal and external constituencies related to administration and finance often on complex and confidential issues. Oversee and/or participate in the coordination, control, and completion of projects. Coordinate the day-to-day activities of the Vice President for Administration and Finance's office with efficiency and professionalism.
DUTIES AND RESPONSIBILITIES:
Understand and adhere to the values, mission, and vision of the college.
Provide administrative and clerical support to the Vice President for Administration and Finance and the Comptroller.
Provide support for associated activities, to include managing schedules/calendars, screening and handling telephone communications, greeting and directing all visitors.
Prepare and organize correspondence, reports, records, memoranda, and other job related department documents.
Proofread and review documents/materials for the department.
Create presentations; update manuals as well as fiscal documents in Public Folders.
Create and/or update computer friendly (fillable) forms for the department to be used college wide.
Work with and process confidential information with discretion and sensitivity.
Work in partnership with your own and other teams to ensure mutual understanding of objectives and goals; actively support group goals.
Provide support to the Vice President of Administration and Finance's direct reports to assure projects meet deadlines.
Prepare and maintain agendas, minutes, and fiscal documents for the Board of Trustees' Finance and Audit and Facilities committees.
Work closely and collaboratively with staff in the fiscal area (A/P, Payroll, General Accounting, Grants) by providing clerical and administrative support to the departments' needs.
Perform day-to-day fiscal activities including: Request for Expenditures, travel reimbursements, purchase orders, and requisitions to encumber funds for campuses' utilities.
Process campuses' payment for utility invoices in compliance with financial policies and procedures and maintain comprehensive utility spreadsheets.
Prepare requisitions to encumber funds for online supply ordering system for the department. Track status, orders, purchases, and maintain/distribute supplies.
Receive, review, and route mail using discretion in the handling of confidential and sensitive material.
Transcribe meeting notes when needed.
Utilize Device Software Manager (copier management) to run various copier reports to record the usage, users' rights, and machine settings as well as programming new users and privileges.
Perform all other duties as assigned by the Vice President of Administration and Finance.
SUPERVISION RECEIVED: Reports to the Vice President for Administration and Finance.
SUPERVISION EXERCISED: Supervision of student employees.
REQUIRED QUALIFICATIONS: Minimum Associate Degree in Business, Secretarial, and/or Computer Studies or related field. Three (3) years of full-time or equivalent part-time, experience in office management, office administration, business administration or business management. Demonstrated knowledge and experience with Microsoft Office business software (Outlook, Word, Excel, and PowerPoint). Professional-level oral and written communications skills are required.
PREFERRED QUALIFICATIONS: Knowledge of college policies and experience working with SCT Ellucian Banner; Adobe Acrobat 9 Pro; EMS Scheduling software; effective internet search techniques; ability to create an atmosphere in which timely and high-quality information flows smoothly, demonstrate acceptance and the ability to interact effectively in the provision of respect to diverse populations, and the ability to provide the highest standards of service.
Must be dependable and reliable; capable of working independently.
Work collaboratively in a diverse, inclusive and student-centered environment.
The ability to speak a language in addition to English.
Be welcoming, knowledgeable, and an efficient resource for callers and visitors to the Administration and Finance office
POSITION STATUS: This is a full-time, non-unit position with benefits. Hours: 8:30 a.m. to 5:00 p.m
SALARY: Commensurate with qualifications and experience.
Internal Number: 100649
About Bristol Community College
Bristol Community College is a comprehensive, public community college accredited by the New England Association of Schools and Colleges (NEASC), offering degree and certificate programs that give our students the skills they need to transition successfully to the workforce, to a four-year institution or promote individual opportunity. As one of fifteen Massachusetts community colleges, BCC offers a wide range of educational programs and community services. It develops and presents programs for the entire community, from children to senior citizens, and it is well known for its friendly atmosphere and a faculty that cares about its students. We serve more than 11,987 students at campuses in Fall River, New Bedford, Attleboro, Taunton, and online. The Workforce Education Institute develops active partnerships with business and industry, preK-12, colleges and universities, and social service agencies to maintain relevance and effectiveness of all credit and noncredit programming. The College enrolls over 18,667 students a year in community services program, in workforce development, adult literacy, personal enrichment, and our Kids College program. We value and respect diversity with...in Bristol Community College and the world while preparing well-rounded learners for employment and for life. BCC is a signatory to the American College and University Presidents Climate Commitment and as such is actively committed to sustainability throughout all areas of the College.