Administrative Assistant II

Administrative Assistant II
Department: Academic Achievement Center
Location: Wellesley Hills

MassBay fosters educational excellence and academic success to prepare students for local and global citizenship, to meet critical workforce demands of communities, and to contribute to the region’s economic development.
Massachusetts Bay Community College values diversity, inclusion, and collaboration. We strongly encourage members of underrepresented communities to apply to join our community.
Located in Greater Boston, MassBay is a comprehensive, open-access community college, offering associate degrees and certificate programs on three campuses in Wellesley Hills, Framingham, and Ashland, Massachusetts.
Position Summary:
The ideal candidate will join a vibrant and inclusive educational community, and have a desire and ability to work with a diverse population.
This position provides administrative support to the Academic Achievement Center department in adherence with applicable policies and procedures. The Administrative Assistant II monitors assigned activities and ensures compliance; confers with College staff to exchange information, coordinate efforts and obtain information; maintain liaison with internal and external partners to resolve problems and coordinate activities; reviews and analyzes data; prepares reports; and performs related work as required.
Responsibilities and Duties:
  • (General AAC) Peer Tutoring, Math/Science Center, Reading/Writing Center, and Accessibility Resources:
  • Utilizes, maintains, and updates the scheduling software program, (StudentTrac) used to make and track appointments for specialists and peer tutors;
  • Conducts synchronization of student information from MassBay’s student information database to StudentTrac system;
  • Prepares and processes all student employee hiring documentation;
  • Prepares expenditure summaries for Peer Tutors and other student employees;
  • Maintains tutoring records, including hours worked, requirements, and qualifications;
  • Assists with end-of-semester report on usage of Center services on both campuses;
  • Assists with Peer Tutor training and maintaining training records; and
  • Instructs peer tutors and note takers in use of Academic Achievement Center general office procedures

Placement and Testing Services:
  • Administers tests, on campus or online to students for placement, make up exams, challenge exams and other college related exams;
  • Conducts synchronization of test results with MassBay’s student information database;
  • Maintains security and access for placement, make up and all college test materials;
  • Implements procedures and regulations governing the administration of tests;
  • Monitors and updates testing materials;
  • Maintains public information concerning the testing program, including the placement testing and workshop websites and placement test voicemail box;
  • Tracks placement testing and workshop attendance; and
  • Assists with maintenance of the testing database;

Office Management:
  • Assists with special events for the Academic Achievement Center;
  • As requested, serves on hiring and other college committees;
  • Monitors inventory of office supplies and places orders as necessary;
  • Implements and updates filing systems;
  • Ensures office equipment, including copiers and printers, are properly maintained; and
  • Performs other related duties.

Commitment to Equity:
  • Support MassBay’s commitment to the Equity Agenda; collaborating with faculty, staff, and students on the College’s strategic initiatives dedicated to closing the equity gap related to student outcomes;
  • Support MassBay’s commitment to being anti-racist; embracing a community free of bias and inequality;
  • Engage in departmental systems and policy review with a critical lens toward equity, accessibility, inclusion, and universal design;
  • Refine and deliver academic achievement center services that are culturally responsive and reflective of inclusive perspectives.

This list is not to be considered all-inclusive. A supervisor may assign other duties as required to meet the needs and foster the mission of the College.
All employees of MassBay are expected to work collegially and collaboratively within a community that values and celebrates diversity.
Required Qualifications:

Applicants must have at least (A) three 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, grants management, contract administration or program management, or (B) any equivalent combination of the required experience and the substitutions below.
I. An Associate’s or higher degree with a major in business administration, business management or public administration may be substituted for a maximum of two years of the required experience.*
II. An Associate’s or higher degree with a major other than in business administration, business management or public administration may be substituted for a maximum of one year of the required experience.*
*Education toward such a degree will be prorated on the basis of the proportion of the requirements actually completed.

Qualifications Required at Hire:

  • Knowledge of the types and uses of general office equipment
  • Ability to establish rapport and maintain harmonious working relationships with persons from varied ethnic, cultural and/or economic backgrounds.
  • Ability to exercise sound judgment.
  • Ability to exercise discretion in handling confidential information.
  • Ability to give written and oral instructions in a precise, understandable manner.
  • Customer service skills and personnel management skills;

Preferred Qualifications:
  • Associate’s Degree preferred;
  • Ability to learn new computer programs quickly and to instruct others in their use;
  • Minimum three years’ experience in administrative work supporting research, academic support services, tutorial programs or equivalent part-time/education;
  • Sensitivity and commitment to the goals of Affirmative Action and workforce diversity;
  • Experience working in a diverse environment
  • Customer service skills and personnel management skills;
  • Demonstrated commitment to working with underserved students;
  • Experience working in a Community College.

Additional Information:
Salary Range: AFSCME Unit I, Grade 17, Step 1: 49,610.34 annually Appointments from outside the bargaining unit begin at Step 1 of the range.
Classification Type: Regular Employee
Position Type: Staff
Application Deadline: May 21, 2021, or thereafter until filled.
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 or military 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 for Affirmative Action and/or Title IX Coordinator, Lisa MacDonald, Director of Equity Compliance,, (781) 239-3147, the Massachusetts Commission Against Discrimination, the Equal Employment Opportunities Commission or the United States Department of Education’s Office for Civil Rights.

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