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Coordinator of Academic & Transfer Advising

MassBay Community College
Massachusetts, United States
Salary Not Specified
Posted Date
Sep 22, 2021

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Position Type
Administrative, Academic Affairs, Academic Administration, Student Affairs, Academic Advising & Academic Support Services, Admissions, Enrollment, Retention & Registrar
Employment Type
Full Time
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Coordinator of Academic & Transfer Advising
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:
This position will coordinate the operational functionality of the Academic & Transfer Advising Center, and in partnership with the staff, develop ways to increase efficiency and capacity in this high-volume department. The position is responsible for assisting in the development, coordination, and management of the daily operations of the Advising Center, overseeing and organizing work activities, preparing and processing documentation, providing and distributing information, and managing records within the department, as well as providing support for the faculty advising system.
Key Responsibilities and Duties

Departmental Coordination:
  • Coordinate the daily operations of the Advising Center and the Virtual Advising Center;
  • Supervise the department’s Administrative Assistant, work-study students, and interns;
  • Lead 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;
  • Create and maintain manual of Standard Operating Procedures for the department;
  • Manage the student advisor assignment process;
  • Serve on the New Student Orientation (SOAR) Committee as Advising Center representative; assist with the coordination of day-of tasks such as check-in and advising preparation;
  • Lead the development and maintenance of advisement materials;
  • Attend staff meetings and faculty meetings; document meetings and develop process for streamlining the sharing of information to staff members and applicable outside constituents;
  • Assist with coordinating transfer services such as transfer campus visits, on-the-spot admissions days, transfer events, and student/faculty training on transfer;
  • Assist in the coordination of the front-desk processes, including covering the front desk, providing customer service to visitors, scheduling appointments for advisors, answering phones, and assisting students with online operations at the student kiosks;

Technology, and Training:
  • Work closely with IT, Admissions, and the college Registrar to implement and utilize tools in PeopleSoft and StudentTrac to ensure efficiency; manage the SIS upgrade testing process;
  • Research new technologies, products and trends, and train staff on technology implementation and processes; maintain the StudentTrac system;
  • 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 Director with various PeopleSoft processes including the implementation of curricular updates through the college governance process;
  • Develop and maintain the process for document scanning and retention;
  • 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;
  • Develop marketing and training materials for students and advisors;

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;

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, and data review, with a critical lens toward equity, accessibility, inclusion, and universal design;
  • Refine and deliver an advising and coaching practice that is culturally responsive and reflective of inclusive perspectives;
  • Engage in conversations with colleagues and students and offer best practices within the Academic Advising and Coaching profession as it relates to equity and inclusion;

Perform other related responsibilities as assigned, in accordance with the collective bargaining agreement.

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:
  • Experience supervising staff and student employees

Additional Information:
Salary Range: Starting salary of $61,138.00, in accordance with qualifications and experience and subject to classification and the collective bargaining agreement. The appointment salary is based on one's education and experience as dictated by the collective bargaining agreement classification compensation structure.
Classification Type: MCCC
Application Deadline: October 1, 2021 or thereafter until filled.
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 for 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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