Administrative Assistant II - Assistant Dean of Nursing

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 Assistant Dean of Nursing.
This professional will have a positive demeanor to support effective customer service. This team member will handle daily office management and office situations such as establishing priorities, maintaining records, clerical duties, and supporting a collaborative and positive work environment.
Key Responsibilities and Duties:

• Greet and screen telephone calls pleasantly and helpfully; respond to questions, requests, and complaints from students, staff, faculty, and the public in a sensitive and cooperative style;
• Work collaboratively with other staff members in the team environment as needed, though able to work independently as well;
• Effectively communicate verbally and in writing;
• Perform secretarial duties including handling schedules and appointments, travel arrangements, and taking meeting minutes;
• Receive, review and route mail using discretion in the handling of confidential and sensitive material;
• Maintain budget records and accounts for the Department of Nursing;
• Act as an administrative assistant to the Assistant Dean of Nursing; transcribe meeting notes, maintain administrative calendar;
• Select, train, evaluate, and maintain schedules of student workers, as needed;
• Monitor and manage data having major FERPA or financial impact or accountability for Nursing; 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;
• Assist Nursing Department faculty and Assistant Dean of Nursing in planning and implementing the pinning ceremonies;
• Assist faculty in preparation for presenting survey and related data;
• Serve as a backup to the Data Coordinator, in working with Assistant Dean, Dean and faculty, via shared Excel workbooks to input data on course instructor assignments and roles;
• Support special projects, open houses, grants, and tours as assigned;
• Perform other related duties as assigned by the Assistant Dean of Nursing and Dean of Health Sciences.
  

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;
• 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.
Substitutions:
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:

Ability to:

• Exercise sound judgment and exercise discretion in handling personal and confidential information required;
• Attend professional development training, as necessary;
• Keep program records and support the preparation of reports from such records;
• Manage and respond to all emails received;
• Act as liaison for the division with staff, faculty, and external agencies;
• Enter, review, and compile data to prepare reports specific to the areas of assignment;
• Effectively operate office equipment and software;
• Effectively use Microsoft Office Suite-Word, Excel, Outlook, Power Point, and Access;
• Assemble items of information in accordance with established procedures.
  

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: https://www.massbay.edu/employment/benefits

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

Application Deadline: January 31, 2023, or thereafter until filled.

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