Administrative Assistant II

Administrative Assistant II

Department: Dean of Business and Professional Studies

Location: Wellesley Hills

MassBayfosters educational excellence and academic success to prepare students forlocal and global citizenship, to promote their personal growth, to meetcritical workforce demands of communities, and to contribute to the region'seconomic development.

Massachusetts Bay Community College isserved by a cadre of employees of varied backgrounds and experiences. We invite all individuals to consider joiningour community.

Locatedin Greater Boston, MassBay is a comprehensive, open-access community college,offering associate degrees and certificate programs on three campuses inWellesley Hills, Framingham, and Ashland, Massachusetts.

Position Summary:

The ideal candidate will join a vibrant educationalcommunity, and have a desire and ability to serve a population of students withvarious needs and backgrounds. Theprofessional in this role provides administrative support to the Dean ofBusiness & Professional Studies (BPS). The person seeking this role understands the importance of order andorganization to an office. You enjoy working behind the scenes to make sure theadministrator is prepared for their events. You are a comfortable communicatorand know how to create a positive working environment by responding competentlyto questions. You like problem-solving, know how to plan and you workcooperatively with others. You value the work of faculty.

You are friendly, have impeccablephone and e-communication manners, and proven interpersonal skills needed tomanage the daily logistical aspects of the division. This includes, but is notlimited to, the management of the Dean's calendar and traffic to the Dean'soffice, organizing reports, responding to inquiries, coordinating andoverseeing the processes of the division. You are able to multi-task and adaptto changing priorities and deadlines. You are comfortable and competent incollaborating with the Dean and department chairs during budget preparationseason. You can assist faculty as they prepare to respond to compliance andaccreditation documents. You perform related clerical work as required for theDean and the BPS division. You remain calm in stressful times and work in asupportive manner with other staff in the office, as needed, to supportprogrammatic accreditation, or other college-wide initiatives that occurthroughout the year.

Key Responsibilities and Duties:

• Maintain phone coverage, greet visitors and students, take messages, relay information and respond to electronic messaging. Review and route incoming mail and email for appropriate distribution and action. Handle high public contact efficiently and professionally. Have knowledge of Massbay's policies and procedures, catalog, and the student handbook; answer questions within scope of knowledge and authority;
  
  
• Compose letters and memos, and review documents and reports for completeness, correct content, and compliance with regulatory and standards of the College. Recommend changes as needed; edit work for accuracy, formatting, spelling, punctuation, and construction. Ensure timely completion of all material;
  
  
• Arrange meetings as required, notify participants, and arrange for all materials, food, facilities, AV equipment, budgets, travel, and support functions;
  
  
• Attend, document, maintain and distribute timely minutes for division, department chair, multi-division, and other dean-connected meetings, as assigned;
  
  
• Organize and maintain an e-filing system for all pertinent data/information related to the Division as well as the expenditures, activities, and functions of the Division of BPS so that these documents are electronically and readily accessible to Dean and as needed, to the Division. This includes meeting agendas and minutes, decisions, motions and approvals, program updates, and program curriculum changes in an electronic fashion;
  
  
• Maintain general awareness of the timeline for major events and projects; take initiative and look for opportunities to assist, including with the organization, preparation and other College events. Some occasional evening or weekend coverage may be required for special events;
  
  
• Work with faculty to assure accurate travel paperwork is submitted and follow-up travel paperwork is completed;
  
  
• Assist and confer with internal staff and faculty to ensure effective operations and compliance with established standards;
  
  
• Schedule and maintain the electronic calendar for the Dean; schedule and coordinate dean's appointments and/or travel arrangements;
  
  
• Assist the Dean in the monitoring, maintenance, and confidentiality of all records. Maintain the confidentiality of faculty, staff, and students with respect to personal, academic, and related professional issues that are presented to the Dean's Office;
  
  
• Asist the Dean in planning and scheduling Division of BPS course offerings across fall, winter, spring, and summer sessions, and assist with faculty course assignments in compliance with College and union requirements;
  
  
• Use College systems fully and effectively to assist with the Division of BPS's budget including, but not limited to: requisitions, including processing requisitions in PeopleSoft; grant accounts; management of travel arrangements; expense reconciliation; and student record keeping; serve as the liaison between the Business Office and financial affairs; serve as a liaison between the Division and various vendors to troubleshoot billing and/or receivable issues;
  
  
• Collaborate with Dean and Department Chairs to assure proposed yearly budgets are aligned with fiscal protocols;
  
  
• Perform other related duties as assigned by the Dean.

This list is not to be considered all-inclusive. Asupervisor may assign other duties as required to meet the needs and foster themission of the College.

All employees of MassBay are expected to work collegiallyand collaboratively within a community that values and celebrates the varietyof student experience.

Minimum Qualifications:

Applicantsmust have at least (A) three years of full-time, or equivalent part-time,experience in office management, office administration, business administrationor business management, the major duties of which included one or more of thefollowing functions: purchasing, personnel management, budgeting, accounting,records management, work simplification, grants management, contractadministration or program management, or (B) any equivalent combination of therequired experience and the substitutions below.

Substitutions:

I. AnAssociate's or higher degree with a major in business administration, businessmanagement or public administration may be substituted for a maximum of twoyears of the required experience.*

II. AnAssociate's or higher degree with a major other than in businessadministration, business management or public administration may be substitutedfor a maximum of one year of the required experience.*

*Educationtoward such a degree will be prorated on the basis of the proportion of therequirements actually completed.

Preferred Qualifications:

• Sensitivity and commitment to the goals of Affirmative Action;
  
  
• Experience working in a community college or similar environment;
  
  
• Demonstrated commitment to working with students in need;
  
  
• High School Diploma, or the equivalent;
  
  
• Experience with copiers, printers, and PCs, including spreadsheet and word processing packages, i.e., Microsoft Office;
  
  
• Ability to learn new computer programs quickly and to instruct others in their use;
  
  
• Demonstrated ability to establish rapport and maintain harmonious working relationships with college community and with external agencies;
  
  
• Ability to work both independently and collaboratively in various settings;
  
  
• Ability to exercise discretion in handling confidential information;
  
  
• Excellent verbal and written communication skills and ability to give instructions;
  
  
• Customer service skills and personnel management skills;
  
  
• Bachelor's Degree from an accredited college or university;
  
  
• Minimum three years of experience in administrative work supporting research, academic support services, tutorial programs, or equivalent part-time/education.

Additional Information:

Salary Range: AFSCME Unit I, Grade 17 Step 1 $61,321.52 annually. Appointments from outside the bargaining unit begin atStep 1 of the range.

As a MassachusettsState Employee, you are offered an outstanding suite of benefits adding valueto your salary.

• Array of choices for health insurance plans to meet individual/ family needs
  
  
• Affordable Dental Insurance and vision discount program
  
  
• 12 paid State/ Federal holidays
  
  
• Generous sick, vacation, and personal time
  
  
• Flexible Spending Plans to reduce your taxable income
  
  
• Low-cost basic and optional life insurance
  
  
• Defined Benefit Pension Plan, providing a fixed, pre-established benefit for employees at retirement
  
  
• Thinking to save more money towards retirement: consider Deferred Compensation plans i.e., 457(b) or 403(b).
  
  
• Tuition Benefits for employees and dependents at state colleges and universities
  
  
• Free Employee Assistance Program (EAP)
  
  
• Eligibility towards Public Service Loan Forgiveness (PSLF)
  
  
• Free gym and parking on campus
  

Need more info: https://www.massbay.edu/employment/benefits

Classification: Please find thelink to the Commonwealth of Massachusetts Human Resources Division ClassificationSpecification for the position,
https://www.mass.edu/forfacstaff/classificationspecs/home.asp.

Hours and Days: Wellesley Campus, Monday Friday, 8-4 pm

Source of Funding: State Appropriation

Deadline: February 27th, 2026, or after that until filled.

To Apply: Please include a letter ofinterest and resume with your online application.

Final candidates are required to provide sealed transcripts and/or certifications.

Hiring is contingent upon a successful CORI clearance.

Massachusetts Bay 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..