Administrative Assistant II

Administrative Assistant II

Department: Student Financial Services

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 serves as the central welcoming and pivot point for front-line customer service for the Financial Aid Office (FAO), which includes walk-in, email, and telephone contact. This position provides professional, courteous, and accurate information to students, their families, faculty, staff, and other guests of the office. This position also performs clerical tasks associated with the administration of federal, state, and institutional aid to MassBay students within applicable guidelines. The Administrative Assistant will provide current information regarding sources of and application procedures for student financial aid programs, assist financial aid staff in the maintenance of financial aid records; grants, loans, and work-study awards, as well as carry out departmental projects. This position will work collaboratively with other College units to provide effective quality student services.
Key Responsibilities and Duties:

• Provide students and parents with information about financial aid eligibility, application procedures, aid programs, costs, student employment, financing options, indebtedness, and other FAO processes and general information. Individualize information to the particular needs and situation of the student and/or family;
• Provide students and parents with general information about Student Account and Registration questions;
• Manage front desk operations including email, fax, and other correspondence for the FAO. Other duties include data entry, organization, and the processing of materials provided by financial aid applicants;
• Manage requests for financial aid and enrollment information from students, state agencies, and other 3rd party agencies including but not limited to:

-MA Dept. of Transitional Assistance
-MA Rehabilitation Commission
-U.S. Dept. of Housing and Urban Development

• Under the management of Director, facilitate departmental budget transfers, purchase orders, requisitions, and vendor payments;
• Maintain student files including filing, organizing, purging and archiving student records;
• Contribute to the development of office procedures and student consumer information;
• Assist in training and overseeing FWS student employees, including scheduling, project assignment, and professional development;
• Schedule student information sessions and financial aid counseling/advising appointments;
• Maintain inventory of supplies, forms, and applications;
• Support Financial Aid Associate Director and Director with regard to all aspects of aid processing;
• Complete Consortium Agreements;
• Add Edit Messages for repacking students;
• Assist with managing the Financial Aid website;
• Other tasks or special projects as needed or 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.
  

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:

• 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;
• Associates or Bachelor's degree;
• Personable, with a professional approach to customer service and a demonstrated ability to multi-task with efficiency, strong attention to detail, and organizational skills;
• Ability to work in a fast-paced and time-sensitive environment;
• Ability to perform work independently;
• Proficient in the latest Microsoft applications: Word, Excel, PowerPoint, and Access; experience in PeopleSoft a plus.
  

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: October 17, 2022, 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.