Coordinator of Advising Operations (Academic Cooridnator)

Job Details

Coordinator of Advising Operations (Academic Cooridnator)

Department: Student Development - Wellesley

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 will coordinate the operational functionality of Academic Advising, Coaching, and Transfer, and in partnership with the staff, develop ways to increase efficiency and capacity in this high-volume department. The Coordinator will lead in the development and maintenance of the Transfer Credit Legacy in PeopleSoft, establishing course equivalencies, and ensuring efficient, accurate, and equitable transfer of credit from external accredited institutions of higher education. The position is responsible for assisting in the development, coordination, and management of daily operations, overseeing and organizing work activities, preparing and processing documentation, providing and distributing information, and managing records within the department.

Key Responsibilities and Duties:

Technology and Training:
  • Develop and maintain Transfer Credit Legacy in PeopleSoft system; review transcripts from outside institutions and grant credit; assist with posting credentials on student records;
  • Maintain the multiple measures database for CLEP, AP, and other external credentialing;
  • Work closely with the Registrar and Office of Admissions to ensure the accuracy of accreditation standards for incoming college credit;
  • Assist with various technological processes including communication management, query maintenance, advisor assignments, and automated forms;
  • Develop and maintain the process for document scanning and retention; serve as departmental lead for Docuware;
  • Train advising staff on technology implementation and processes; maintain the TracCloud and QLess systems, or the equivalent;
  • Work closely with IT, Admissions, and the college Registrar to implement and utilize tools in PeopleSoft, StudentTrac, QLess, Docuware, and other technology platforms to ensure efficiency;
  • Participate in the SIS upgrade testing process;
  • Assist with training faculty and professional staff advisors; develop and maintain training materials, including the Advising Manual, and develop interactive online tools for faculty and staff advisors;
Departmental Coordination:
  • Coordinate the daily operations of the Virtual Advising Center;
  • Participate in the department’s Operational Team weekly meetings, setting project goals and deadlines, and keeping record of progress;
  • Review current processes and procedures in the department and implement effective, efficient, and sustainable changes to expand advisors’ capacity;
  • Assist in the maintenance of the manual of Standard Operating Procedures for the department;
  • Assist with the coordination of day-of tasks for New Student Orientation (SOAR) such as student check-in and advising document preparation;
  • Assist in the coordination of the front-desk processes, including front desk coverage, customer service to visitors, scheduling appointments for advisors, answering phones, and assisting students with online operations at student kiosks;
Academic Advising:
  • Coordinate the processing of non-degree student registrations, meet with non-degree students during peak periods to facilitate the enrollment process for this population;
  • Provide academic advisement to students during peak enrollment periods on a drop-in basis;
  • Carry a caseload of advisees.
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; and
  • 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:

Master’s degree in Education, Counseling, Sociology, or closely related field; with five (5) years’ experience and/or training that includes academic advisement, academic placement, counseling, career development, or program/project management; or an equivalent combination of education, training, and experience.

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;
  • Experience with PeopleSoft or significant use of comparable SIS;
  • Demonstrated success with project management;
  • Experience with transfer credit review process and establishing course equivalencies.
Additional Information:

Salary Range: $70,120-$79,396 in accordance with one's education and experience as dictated by the collective bargaining agreement classification compensation structure.

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 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: MCCC-Professional Grade 6

Application Deadline: November 20, 2023, or thereafter until filled.

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


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.


MassBay CC

MassBay serves approximately 6,000 full-time and part-time students each year from the greater Boston and MetroWest region on three campuses in Wellesley Hills, Framingham, and Ashland. The College offers more than 70 associate degree and certificate programs, as well as a robust portfolio of non-credit courses. These program offerings provide students with a practical, affordable education to prepare them for transfer to bachelor’s degree programs or for direct entry into high-demand careers.

At Massachusetts Bay Community College, we seek exceptionally talented faculty and staff to join our team.

MassBay is an Affirmative Action/Equal Opportunity Employer and strongly encourages applications from minority and bilingual candidates in support of its culturally diverse student community.

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