Administrative Assistant II - STEM

PLEASE NOTE, WE DO NOT REVIEW APPLICATIONS SUBMITTED THROUGH MASSCAREERS. PLEASE APPLY VIA THE LINK BELOW:

https://necc.interviewexchange.com/jobofferdetails.jsp?JOBID=206501

About Northern Essex Community College:

Northern Essex Community College (NECC) serves more than 5,000 students annually across its campuses in Haverhill and Lawrence, Massachusetts, conveniently located within easy reach of Boston and the scenic beaches and state parks of New England's coastline. Recognized as one of the 2026 Most Promising Places to Work in Community Colleges by NISOD (National Institute for Staff and Organizational Development), NECC's success is driven by a mission-centered culture and a highly engaged workforce. As the first federally designated Hispanic-Serving Institution in New England, NECC remains committed to fostering a diverse, equitable, and inclusive workplace that reflects and supports the communities it serves.

Rooted in the Merrimack Valley, NECC plays a vital role in strengthening the region through workforce development, expanded access to affordable higher education, increased degree attainment, and strong partnerships with businesses.

NECC employees are united by a shared commitment expanding access to educational opportunities, supporting students in completing their academic journey in a timely and equitable manner, and preparing graduates for long-term success in the workforce. The college invests in its people through ongoing professional development opportunities, collaborative leadership, and a supportive work environment.

Job Description:

POSITION: Full-Time Administrative Assistant II - Essex County Sheriff's Department (Administrative Assistant II): Essex County Sheriff's Department; 20 Manning Avenue, Middleton, MA; 37.5 hours per week, Monday through Friday, 8:00am - 4:00pm; AFSCME Unit I Position; Grant Funded Position. This position is grant-funded and is contingent upon the availability of funding. Continuation of the position is dependent on ongoing grant support and may be subject to termination if funding is reduced or discontinued.

SUMMARY: The Administrative Assistant reports to the Assistant Director of Adult Education Operations. This role will provide administrative support to the Education Director, Assistant Directors, NECC staff, and education programming within the Essex County Sheriff's Department (ECSD) to include Middleton House of Corrections, Women in Transition, Essex County Pre-Release Program-Lawrence, Supporting Transition and Reentry (STAR) Lynn, and STAR Lawrence.

RESPONSIBILITIES:

The responsibilities include, but are not limited to the following:

• Supports the Education Director and Assistant Directors with administrative responsibilities and duties as requested
• Organizes enrollment pipeline activities and assists with information session preparation, scheduling, and student enrollment.
• Receives inmate request forms and responds to inquiries regarding enrollment and scheduling.
• Serves as the student records specialist, tracking and ensuring the accuracy and completeness of all student records, and promptly updating them to reflect course completions, transfers, and releases.
• Monitors student records through regular audits to identify discrepancies and to locate and retrieve missing documents.
• Confers with students, educational staff, and correctional facility staff to promptly and effectively resolve record-related issues and troubleshoot and resolve discrepancies in collaboration with correctional and educational staff.
• Requests and processes transcripts and other educational records from external institutions.
• Maintains the secure storage and organization of all physical and digital records in compliance with NECC, ECSD, and department regulations.
• Adheres to federal, state, and institutional policies on student records, including FERPA and correctional facility regulations, and maintains strict confidentiality so records are accessible only to authorized personnel.
• Follows all ECSD and NECC protocols to keep records management activities secure, safe, and compliant.
• Identifies opportunities to improve records management processes in the correctional education context, and revise or implement procedures that improve efficiency and accuracy.
• Assists with training program staff on records management policies and procedures, and provides ongoing support for adherence.
• Uses multiple data management systems, along with other appropriate software and tools, to enter, maintain, and manage student data accurately and effectively.
• Enters qualitative and quantitative program data into NECC and vendor databases and prepares reports as requested by the administrative team.
• Monitors student attendance, tracks poor attendance, and provides weekly reports.
• Supports Learning Specialists and Education and Career Advisors with attendance maintenance, education orientation preparation, and scheduling.
• Prints and distributes daily student rosters to Learning Specialists and Education and Career Advisors.
• Maintains a digital repository of all program documents, keeping it up to date and accessible to the NECC/ECSD team.
• Composes guidance documents to support program processes and procedures, and reviews documents for completeness, content, and compliance with regulatory and legal standards.
• Assists with the coordination of recognition ceremonies, including identifying individuals being recognized, preparing certificates, and uploading certificates into the database.
• Monitors expenditures to ensure required services are provided according to the approved budget, and that funds are used within the fiscal year and in compliance with the organizational budget.
• Identifies and maintains office inventory and supply needs.
• Identifies vendors, prepares requisitions, and places orders for materials and services in compliance with NECC procurement policies.
• Maintains records of goods ordered and received.
• Verifies payment records and reviews invoices to ensure expenses are accurate, allowable, reasonable, and properly allocated.
• Assists with the hiring process in alignment with NECC hiring requirements, policies, and procedures.
• Tracks employee time off schedules and requests.
• Performs other duties as assigned to support program operations.
• The Classification Specification is available at: Administrative Assistant Series

PLEASE NOTE, WE DO NOT REVIEW APPLICATIONS SUBMITTED THROUGH MASSCAREERS. PLEASE APPLY VIA THE LINK BELOW:

https://necc.interviewexchange.com/jobofferdetails.jsp?JOBID=206501

About Northern Essex Community College:

Northern Essex Community College (NECC) serves more than 5,000 students annually across its campuses in Haverhill and Lawrence, Massachusetts, conveniently located within easy reach of Boston and the scenic beaches and state parks of New England's coastline. Recognized as one of the 2026 Most Promising Places to Work in Community Colleges by NISOD (National Institute for Staff and Organizational Development), NECC's success is driven by a mission-centered culture and a highly engaged workforce. As the first federally designated Hispanic-Serving Institution in New England, NECC remains committed to fostering a diverse, equitable, and inclusive workplace that reflects and supports the communities it serves.

Rooted in the Merrimack Valley, NECC plays a vital role in strengthening the region through workforce development, expanded access to affordable higher education, increased degree attainment, and strong partnerships with businesses.

NECC employees are united by a shared commitment expanding access to educational opportunities, supporting students in completing their academic journey in a timely and equitable manner, and preparing graduates for long-term success in the workforce. The college invests in its people through ongoing professional development opportunities, collaborative leadership, and a supportive work environment.

Job Description:

POSITION: Full-Time Administrative Assistant II - Essex County Sheriff's Department (Administrative Assistant II): Essex County Sheriff's Department; 20 Manning Avenue, Middleton, MA; 37.5 hours per week, Monday through Friday, 8:00am - 4:00pm; AFSCME Unit I Position; Grant Funded Position. This position is grant-funded and is contingent upon the availability of funding. Continuation of the position is dependent on ongoing grant support and may be subject to termination if funding is reduced or discontinued.

SUMMARY: The Administrative Assistant reports to the Assistant Director of Adult Education Operations. This role will provide administrative support to the Education Director, Assistant Directors, NECC staff, and education programming within the Essex County Sheriff's Department (ECSD) to include Middleton House of Corrections, Women in Transition, Essex County Pre-Release Program-Lawrence, Supporting Transition and Reentry (STAR) Lynn, and STAR Lawrence.

RESPONSIBILITIES:

The responsibilities include, but are not limited to the following:

• Supports the Education Director and Assistant Directors with administrative responsibilities and duties as requested
• Organizes enrollment pipeline activities and assists with information session preparation, scheduling, and student enrollment.
• Receives inmate request forms and responds to inquiries regarding enrollment and scheduling.
• Serves as the student records specialist, tracking and ensuring the accuracy and completeness of all student records, and promptly updating them to reflect course completions, transfers, and releases.
• Monitors student records through regular audits to identify discrepancies and to locate and retrieve missing documents.
• Confers with students, educational staff, and correctional facility staff to promptly and effectively resolve record-related issues and troubleshoot and resolve discrepancies in collaboration with correctional and educational staff.
• Requests and processes transcripts and other educational records from external institutions.
• Maintains the secure storage and organization of all physical and digital records in compliance with NECC, ECSD, and department regulations.
• Adheres to federal, state, and institutional policies on student records, including FERPA and correctional facility regulations, and maintains strict confidentiality so records are accessible only to authorized personnel.
• Follows all ECSD and NECC protocols to keep records management activities secure, safe, and compliant.
• Identifies opportunities to improve records management processes in the correctional education context, and revise or implement procedures that improve efficiency and accuracy.
• Assists with training program staff on records management policies and procedures, and provides ongoing support for adherence.
• Uses multiple data management systems, along with other appropriate software and tools, to enter, maintain, and manage student data accurately and effectively.
• Enters qualitative and quantitative program data into NECC and vendor databases and prepares reports as requested by the administrative team.
• Monitors student attendance, tracks poor attendance, and provides weekly reports.
• Supports Learning Specialists and Education and Career Adviso