Administrative Assistant II

Department: Dean of Science and Engineering

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 ofSTEM. The person seeking this roleunderstands the importance of order and organization to an office. You enjoyworking behind the scenes to make sure the administrator is prepared for theirevents. 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 work cooperatively with others. You value the work offaculty.

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 adapt to changing priorities and deadlines. You arecomfortable and competent in collaborating with the Dean and department chairsduring budget preparation season. Youcan assist faculty as they prepare to respond to compliance and accreditationdocuments. You perform related clerical work as required for the Dean and theSTEM division.

You remaincalm in stressful times and work in a supportive manner with other staff in theoffice, as needed, to support programmatic accreditation, or other college-wideinitiatives that occur throughout 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 STEM 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;
  
  
• Use College systems fully and effectively to assist with the Division of STEM’s budget, requisitions, 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:

Applicants must have atleast (A) three years of full-time, or equivalent part-time, experience inoffice management, office administration, business administration or businessmanagement, 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 programmanagement, or (B) any equivalent combination of the required experience andthe substitutions below.

Substitutions:
I. An Associate’s or higherdegree with a major in business administration, business management or publicadministration may be substituted for a maximum of two years of the requiredexperience.*

II. An Associate’s orhigher degree with a major other than in business administration, businessmanagement or public administration may be substituted for a maximum of oneyear of the required experience.*

*Education toward such adegree will be prorated on the basis of the proportion of the requirementsactually completed.

Preferred Qualifications:

• Sensitivity and commitment to the goals of Affirmative Action;
  
  
• Experience working in a community college or similar environment;
  
  
• Demonstrates commitment to working with students in need;
  
  
• 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 Qualifications:

• 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;
  
  
• Demonstrates 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.
  

Additional Information:

Salary Range: AFSCME Unit I, Grade 17 Step 1 $60,119.28annually. Appointments from outside the bargaining unit begin atStep 1 of the range.

As a Massachusetts State Employee, you are offered an outstandingsuite of benefits adding value to 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 moreinfo: 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.

Salary Range: $60,119.28 - 60,119.28 Annual Salary

Position Type: AFSCME-Unit I

Deadline: October 1st, 2025, or thereafter until filled.

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

Staff

Hiring is subject to state appropriation funding.

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.