Executive Assistant to the Vice President for Institutional Effectiveness

MassBay Community College
Massachusetts, United States
Salary Not Specified
Closing date
Sep 28, 2021

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Position Type
Administrative, Academic Affairs, Chief Academic Officers & Vice Presidents, Institutional Research & Planning, Business & Administrative Affairs, Chief Business Officers & Vice Presidents, Affirmative Action & Equal Opportunity, Executive, Other Executive
Employment Level
Employment Type
Full Time

Job Details

Executive Assistant to the Vice President for Institutional Effectiveness
Department: Institutional Effectiveness and Strategic Initiatives
Location: Wellesley Hills/Framingham
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 Executive Assistant serves as the primary administrative support for the Office of Institutional Research and the Vice President for Institutional Effectiveness and Strategic Initiatives.
Key Responsibilities and Duties:
  • Manage day-to-day functions for the Office of the Vice President for Institutional Effectiveness and Strategic Initiatives;
  • Report confidential information to the Department of Higher Education, New England Commission of Higher Education, the Integrated Postsecondary Education Data System (IPEDS), and other organizations as applicable;
  • Address inquiries, concerns, and requests from internal and external constituencies in a helpful, professional and timely manner;
  • Assist with budget preparation and maintenance;
  • Prepare invoices and purchase orders for staff reporting to the Vice President for Institutional Effectiveness;
  • Coordinate travel arrangements and process travel expense reimbursements;
  • Provide administrative support to MassBay’s Institutional Review Board; Plan and coordinate meetings of the Institutional Review Board; Conduct preliminary review of protocols to determine if they require full or expedited review; Compose correspondence with investigators;
  • Provide administrative support to assessment initiatives at the College; Coordinate applications, invitations, and room reservations; Assist in the preparation of materials for workshops; Prepare compensation forms;
  • Interpret and apply regulations or policies and procedures; plan, implement, and evaluate special projects; research and summarize material for reports; analyze information, identify problems, define alternatives, and develop recommendations for decisions;
  • Plan meetings, events and other special events as assigned;
  • Oversee development, maintenance and publication of the College Factbook;
  • Manage the Vice President for Institutional Effectiveness’s calendar;
  • Prepare meeting materials;
  • Review all Office of Institutional Research’s reports and communications; confer with the Vice President regularly to stay informed on projects, requests and reports;
  • This position involves the review of varied, substantial and often complex information in order to interact effectively with individuals and groups within and external to the College, to make independent judgments on priorities in scheduling and work assignments to deal with sensitive issues and to prepare and disseminate a variety of communications appropriately;
  • Performs complex tasks and solve problems in a fast-paced work environment;
  • Identify data request and reporting requirements; apply appropriate research and analytical procedures; review data and identify anomalies, rends and potentially invalid data;
  • Maintains confidentiality of student, employee, and organizational information;
  • Assists with campus administration tasks such as creating a calendar for the administrator on duty, compiling submissions for a weekly email to the campus, posting signs, responding to inquiries about space availability, and other related matters;
  • Exercise sound judgement especially when handling confidential and sensitive information;
  • Perform other tasks as assigned.

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;
  • Contribute to discussion and review of applicable College policies with a critical lens toward diversity, equity and inclusion;
  • Engage with the Office of Diversity on issues related to underserved student success;
  • Further the examination of pertinent practices that are culturally responsive and reflective of inclusive perspectives;
  • Engage in conversations with colleagues and students regarding best practices within the discipline or programmatic area as it relates to equity and inclusion;
  • Engage in conversations with colleagues and students regarding best practices within the discipline or programmatic related to equity and inclusion;

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:
  • Bachelor’s Degree;
  • A minimum of five years of administrative or equivalent experience;
  • Ability to establish rapport and maintain harmonious working relationships with persons from varied ethnic, cultural, and/ or economic backgrounds;
  • Skills to listen, observe, and ask questions to understand and appreciate diverse perspectives, interests, and underlying needs of others;
  • Excellent analytical/critical thinking skills to;
  • Skills to organize work effectively to achieve timely progress on multiple simultaneous tasks, distribute effort appropriately among tasks, meet deadlines, and maintain a high level of productivity in a fast-paced environment;
  • Proficient in Word, Excel, PowerPoint;
  • Ability to prepare and use charts, graphs, and tables;
  • Ability to take the initiative and when necessary, work independently;
  • Excellent customer service skills.

Preferred Qualifications:
  • Sensitivity and commitment to the goals of Affirmative Action and workforce diversity;
  • Experience working in a diverse environment;
  • Demonstrated commitment to working with underserved students
  • Familiarity with People Soft or similar system;

Additional Information:
Salary Range: $50,000.00 - 57,000.00 Annual Salary
Classification Type: Regular Employee
Application Deadline: July 16, 2021 or thereafter until filled.
Position Type: 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 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, lmacdonald@massbay.edu, (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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