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Administrative Assistant II - Assistant Dean of Nursing

MassBay Community College
Massachusetts, United States
Salary Not Specified
Posted Date
Aug 16, 2022

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Position Type
Faculty Positions, Health & Medicine, Nursing, Administrative, Academic Affairs, Academic Administration, Business & Administrative Affairs, Business & Administrative Support, Other Business & Administrative Affairs, Student Affairs, Health Services
Employment Level
Employment Type
Full Time
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Administrative Assistant II - Assistant Dean of Nursing

Department: Dean Nursing and Health Sciences

Location: 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 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. The professional in this role provides administrative support to the Nursing Program Administrator, the Dean and the Division of Health Sciences, inclusive of the Nursing Programs.
This professional will have a positive, friendly demeanor, impeccable phone manners, and must be capable of providing excellent customer service. This team member will handle daily office management and office situations such as establishing priorities to meet deadlines, maintaining records, and completing complex clerical duties requiring a considerable degree of decision-making and knowledge of functions of the College and the Division of Health Sciences.
This administrative assistant supports the work of the Clinical Compliance Officer using Castlebranch for nursing student compliance with health records. The Administrative Assistant II also serves as the liaison between the Nursing Programs and the Data Coordinator to ensure surveys are prepared, sent, and received according to accreditation/regulatory board requirements.
Key Responsibilities and Duties:
  • Review and analyze data concerning all activities of the Division of Health Sciences by responding to inquiries, a compilation of data and preparation of reports, and performing related clerical work as required for the successful operation of the Division of Health Sciences;
  • Greet and screen telephone calls, students, faculty, staff, and visitors pleasantly and helpfully; respond to questions, requests, and complaints from students, staff, faculty, and the public in a sensitive and cooperative style; maintain harmonious operating conditions in a service-oriented environment serving a multi-cultural and multi-ethnic population;
  • Resolve everyday work problems involving administration, staff, or students by exercising independent judgment in the application of established procedures and routines;
  • Work collaboratively with other staff members in a team environment as needed, though able to work independently as well;
  • Perform complex secretarial duties requiring extensive knowledge of a specific program by preparing, typing, editing, and proofreading a variety of materials such as contracts, correspondences, requisitions, statistical reports, federal and state reports; handle schedules andappointments, travel arrangements, and meetings; use the computer for input and retrieval of information; input data into the Course master and Bay Navigator to populate databases with proper scheduling detail; competently operate word processing equipment and software;
  • Gather and compile data from a variety of sources; maintain complex interrelated files;
  • Receive, review and route mail using discretion in the handling of confidential and sensitive material;
  • Assist with budget records and accounts as assigned to the Division of Health Sciences;
  • Research, recommend, purchase, implement, and maintain records related to Bay Navigator and invoices and purchasing;
  • Input Course Master data;
  • Make travel and training arrangements for faculty and administrators;
  • Provide general support (directing students to faculty, mail related, office supplies, etc.) for other Division faculty outside of Health Sciences;
  • Act as an administrative assistant to the Nursing Program Administrator; may take and transcribe meeting notes;
  • Select, train, evaluate, and maintain schedules of student workers, as needed;
  • Monitor and manage data having major FERPA or financial impact or accountability for the Division; this may include handling students’ academic records in multiple formats;
  • Handle faculty evaluations in a confidential manner;Work with Clinical Compliance Officer and faculty in CastleBranch for online immunization tracking/compliance online; resolve situations that arise through the use of Castlebranch for the students;
  • Assist Nursing Department Chairs in assuring students can upload Castlebranch documents and serve as a backup to Clinical Compliance Officer in communicating to Castlebranch about documents used by Health Sciences for health-related student tracking. Assistance in other programs as needed;
  • Design and implement online surveys using the online Alchemer survey tool/or tool supported by the College, to collect data from students, faculty, graduates, and employers;
  • Create complex presentations to assist faculty in explaining survey and related data;
  • Course Master – Serve as a backup to the Data Coordinator, in working with Dean and faculty, via shared Excel workbooks to input data on course instructor assignments and roles; perform required data entry into Bay Navigator, and coordinate this information to relay to HR, as needed;
  • Assist with special projects, such as pinning ceremonies, open houses, and tours as assigned;
  • Perform other related duties as assigned by the Nursing Program Administrator or Dean.

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.

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.
NOTE: Educational substitutions will only be permitted for a maximum of two years of the required experience.
Preferred Qualifications:

Knowledge of:
  • Customer service principles and techniques;
  • Office practice and procedures including reception and telephone techniques; preparation of correspondence, report writing, filing, and operation of office equipment;
  • Computer input and formatting;
  • Effective oral and written communication.

Ability to:
  • Establish rapport and maintain harmonious working relationships with all college community, faculty and staff, being considerate of the varied ethnic, cultural, and/or economic backgrounds;
  • Exercise sound judgment and exercise discretion in handling personal and confidential information required;
  • Attend professional development training, as necessary;
  • Check, inspect, and review office work as required;
  • Keep complex program records and prepare reports from such records;
  • Manage and respond to all emails received in the areas assigned;
  • Act as liaison for the division with staff, faculty, and external agencies;
  • Enter, review, compile and analyze data to prepare reports specific to the areas of assignment;
  • Interview, train, and provide work direction to student workers, as needed;
  • Effectively operate computer equipment and software as established as well as a variety of office equipment;
  • Format and compose correspondence;
  • Compile and distribute divisional monthly budget and activity reports;
  • Give written and oral instructions in a precise and understandable manner;
  • Gather information through questioning individuals and by examining records and documents;
  • Effectively use Microsoft Office Suite-Word, Excel, Outlook, Power Point, and Access;
  • Accurately perform all clerical responsibilities required by the Dean of Health Sciences and the Nursing Program Administrator;
  • Assemble items of information in accordance with established procedures;
  • Determine proper format and procedure for assembling items of information;
  • Willingness to acquire training in those aspects of personal and network computing necessary to perform duties.

Additional preferred qualifications:
  • Clerical experience in a Community College setting;
  • Bachelor’s Degree from an accredited college or university;
  • Four years of secretarial experience which includes two years as a senior secretary/clerical in a high volume, high traffic office;
  • 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.

Additional Information:

Salary Range: AFSCME Unit I, Grade 17 Step 1 $52,906.62 annually. Appointments from outside the bargaining unit begin at Step 1 of the range.
As a Massachusetts State Employee, you are offered an outstanding suite 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
  • Telework option depending on the role/department
  • 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:

Position Type: Please find the link to the Commonwealth of Massachusetts Human Resources Division Classification Specification for the position,

Application Deadline: August 27, 2022, or thereafter until filled.

To Apply: Please include a letter of interest and resume with your online application.
All MassBay Community College students, faculty, and staff are required to be fully vaccinated for COVID-19. Accordingly, initial employment is dependent upon receipt and verification of full vaccination status records; details of how to fulfill vaccine record verification requirements will be provided during the hire and onboarding process.
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 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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