Administrative Assistant II to the Dean of Health Sciences

Administrative Assistant II to the Dean of Health Sciences

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 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. The professional in this role provides administrative support to the Dean of Health Sciences and the Division of Health Sciences.
The person seeking this role understands the importance of organization to an office and creates this organization. This professional enjoys working behind the scenes to make sure the administrator is prepared for events. This candidate is a comfortable communicator and knows how to foster a positive working environment by responding competently to situations as they arise. This administrative assistant enjoys problem-solving and knows how to plan.
This professional is friendly, has positive phone and e-communication manners, and proven customer service skills needed to manage the daily aspects of the division. This team member can multi-task and adapt to changing priorities and deadlines. This professional remains calm under stress and works in a supportive manner with other staff in the office, as needed, to support programmatic, accreditation, or other college-wide initiatives that occur throughout the year.
Key Responsibilities and Duties:

• Greets those who encounter the Division Office, whether directly, by phone or through e-communication pleasantly, helpfully and professionally; Relay information and respond to electronic messaging;
• Review and route incoming mail and email for appropriate distribution and action;
• Schedule and maintain the electronic calendar for the Dean; Schedule and coordinate dean's appointments and/or travel arrangements; Manages foot traffic to the Dean’s Office;
• Performs secretarial duties including taking/distributing accurate and timely meeting minutes; Arranges meetings as required, notify participants, and arranges for all materials, food, facilities, AV equipment, budgets, travel, and support functions;
• Composes letters, memos, and reviews documents and reports for completeness, correct content. Efficiently edits work. Ensure timely completion of assignments;
• Organizes and maintains an e-filing system for all pertinent data/information related to the Division as well as the expenditures, activities and functions of Health Sciences 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;
  
• Maintains general awareness of the timeline for major events and projects; Assist Health Sciences in planning and implementing the pinning ceremonies. Some occasional – pre-planned - evening or weekend coverage may be required for special events;
• Assists 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;
• With training, uses College systems effectively to assist with the Health Sciences budget, requisitions, grant accounts, management of travel arrangements, expense reconciliation and student record keeping;
• Works with the College’s Foundation Office to organize and prepare documents in advance of Scholarship related meetings with donors;
• Performs other related duties as assigned by the Dean;
• Demonstrated ability to work with diverse populations and a commitment to diversity 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.
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 in departmental systems and policy review with a critical lens toward equity, accessibility, inclusion, and universal design;
• 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.
  

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.

Preferred 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;
• Demonstrated 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;
• Bachelor’s Degree from an accredited college or university;
• Experience working in a diverse environment;
• Experience working in a Community College.
  

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.
Hours and Days: Monday - Friday, 7:45 am - 3:45 pm
Application Deadline: Interviews will begin shortly after the position is posted and will continue until position is 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.