Administrative Assistant II, Nursing

About Middlesex Community College:

Middlesex Community College (MCC), established in 1970, provides access to affordable education to prepare individuals for success and lifelong learning. We promote academic excellence, provide workforce development opportunities, and empower all learners to become productive and socially responsible members of our local and global communities.


The College provides a broad range of services that are essential to attract, reward, and retain talented faculty and staff. The MCC community promotes a work environment where our employees feel supported and empowered to best serve our student population. We are proud to offer our classes on both the Bedford and Lowell campuses, as well as a robust online course offering. MCC is committed to transforming lives as we educate, challenge, and support all students as evident in our strategic plan.

Job Description:

Title: Administrative Assistant II, Nursing

Unit: AFSCME, Unit I, Grade 17

Department: Health Division, Nursing Department

Reports to: Senior Director of Nursing Education

Date: February 10, 2026

General Summary : The Administrative Assistant II provides administrative support to the Nursing Department and the Health Division in connection with assigned activities including: purchasing duties, preparing reports, compiling data, processing correspondence, conferring with students and departmental faculty, maintaining a collegial relationship with college employees and outside agencies, responding to inquiries, maintaining records and files, scheduling meetings and appointments, receiving, copying and disseminating materials, and providing administrative functions. Performs other related duties as required.

Duties and Responsibilities:

• Act as the Nursing Department representative and first point of contact
• Answer telephone calls and respond to Nursing Department inquiries regarding programs, functions, exams and courses in addition to calls pertaining to the daily operation of the office.
• Provide support to students, assisting them in locating classes or faculty and offering general information on college procedures.
• Provide basic and triage support in problem solving office equipment such as fax machines, copiers, printers and phones
• Utilize college systems for reserving rooms for the Nursing department and Health Division
• Assist faculty, as requested, with various system access including but not limited to access/use of voice mail, e-mail, ExamSoft, Banner, BlackBoard, MiddleNet, and Trajecsys systems.
• Collect nursing course materials/syllabi, prepare materials for evaluation, distribute to the Director of Nurse Education and Dean of Health
• Act as purchasing agent for the Nursing Department and other programs in the Health Division as needed.
• Contact vendors to obtain quotes, negotiate prices and shipping charges, and order items.
• Monitor department budgets by viewing the Banner System and requesting the transfer of funds among object codes to allow personnel expenditures and purchase requests to be processed.
• Enter purchase request information into Banner for department purchase and follow-up on requests with Purchasing and Shipping/Receiving departments.
• Maintain strong working relationships with Purchasing Department, Accounts Payable, and facilities to ensure flow of supplies and equipment for the Nursing Department and/or other programs in the Health Division
• Rectify purchasing documents and resolve any invoice issues with vendors and Accounts Payable.
• Maintain a filing system for current course materials and faculty contact information.
• Develop and maintain spreadsheets, databases, and email distribution lists needed for monitoring departmental/divisional activities.
• Maintain current database of Nursing Advisory Board.
• Collect and submit weekly timesheets for faculty in the Health Division.
• Attend division, department and advisory board meetings as requested.
• Take meeting minutes as requested.
• Assist and work with other administrative office support personnel to maintain appropriate level of communication throughout the college.
• Compose letters, memoranda and reports for the nursing department.
• Complete student Certification of Graduation of Nursing forms for submission to the Massachusetts Board of Nursing.
• Verify correct completion of employment application, facilitate collection of required health record documentation, and complete CORI forms for new faculty hires.
• Track and maintain contracts with clinical agencies (hospitals, nursing homes, Visiting Nurse Associations, Etc.) where students are placed for experience and verify annually for renewal.
• Order, announce, process and proctor the Advanced Placement Test and other exemption tests to students including collection of fees for the test which is then submitted to the Student Account's Office.
• Prepare Stipend Requests and other payments for Nursing department and other Health Division personnel using the Interview Exchange process.
• Prepare Guest Lecture Forms for department and forward to Dean's office for processing.
• Prepare timely and accurate reports for the department such as the Self-Study/Accreditation and Annual reports. Assist with the planning of meetings and functions in the department.
• Prepare and track Faculty evaluation forms and related correspondence on a semester basis.
• Gather student information and assist in the preparation of student letters for the scheduled meetings of the Health Programs Student Review Committee.
• Collect, distribute and disperse materials for Health Program Student Review meetings
• Tabulate data from department surveys of present and former students.
• Assist in the planning and implementation of the pinning ceremonies in January and May, including coordinating the ordering of pins for graduating students.
• Assist in the planning and implementation of Nursing program orientation sessions prior to each semester start.
• Other duties as assigned by the Senior Director of Nurse Education or Dean of Health

Requirements:

• Position requires at least three (3) 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, contract administration, or program management.
• An associate's or higher degree with a major in business administration, business management, or public administration may be substituted for two (2) years of the required experience.
• Other education in an office or business-related field may be substituted for some experience on a pro-rata basis.

Knowledge of:

• standard office practices and procedures.
• the methods of general report writing and preparation of charts, graphs and tables.
• the types and uses of general office equipment.
• excellent interpersonal and communication skills.

Skills in :

• word processing.
• operating standard office machines, including personal computers, scanners and printers.

Ability to:

• learn and effectively use Microsoft Office software (Word, Excel, Access, and Outlook), as well as programs such as Blackboard, Banner, MiddleNet and Trajecsys systems.
• exercise discretion in handling confidential material and information.
• establish and maintain harmonious working relationships
• perform multiple tasks that are time-sensitive while maintaining cordiality and professionalism with ordinary interruptions of work-flow.
• understand, explain and apply the laws, rules, policies and procedures of the Nursing Department and the College.
• follow and give written and oral instructions in a precise, understandable manner.
• analyze and determine the applicability of data to draw conclusions and make appropriate recommendations.
• gather information through questioning individuals and by examining records and documents.
• write concisely to express thoughts clearly and develop ideas in logical sequence.
• assemble information in accordance with established procedures.
• maintain accurate records, including entering data into electronic forms and/or software programs.
• prepare general reports.
• prepare and use charts, graphs and tables.

Additional Information:

Salary Range: $61,321.52 is the annual salary for an ASFSCME Unit I, Grade 17, Step 1 position. 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 per week, schedule to be determined upon hire

Expected Start Date: March/ April 2026

Application Deadline: March 3, 2026

Application Instructions:

All applicants must apply online by submitting:

• Cover Letter
• Resume
• Names and contact information for three (3) professional references

Pre-Employment Requirements:

The College will not sponsor applicants for work visas.


All offers of employment at Middlesex Community College are contingent upon clear results of a thorough background check. Background checks will be conducted on all final candidates, as deemed necessary.


Middlesex Community College only accepts application materials through our online application system. We are unable to accept application materials through mail, email, fax, or hand delivery. If you do not have access to a computer, please contact Human Resources at [email protected].


Middlesex Community College strives to make the application and interview process accessible for all applicants but understands that applicants may still encounter barriers due to ability, language, or technology. If we can make the process any more accessible for you, contact Human Resources at 781-280-3546 or [email protected].