Location: Framingham, MA Category: Full-Time Staff Posted On: Mon May 13 2019 Job Description:
Provides administrative support to the Dean of Health Sciences, the Director of Nursing, and the Division of Health Sciences and will be primarily tasked with providing excellent customer service. Customer service includes in-person transactions, phone inquiries, email inquiries, and electronic transactions. This position will handle daily office management and office situations such as establishing priorities to meet deadlines, maintaining records, and completing complex clerical duties requiring a considerable degree of decision making and knowledge of functions of the College and the Division of Health Sciences. Additionally, this position handles confidential and sensitive, critical information inclusive of budget, payroll, as well as program accreditation and student data.
Key Responsibilities and Duties
Reviews and analyzes data concerning all activities of the Division of Health Sciences, responds to inquiries, compiles data and prepares reports, and performs related clerical work as required for the successful operation of the Division of Health Sciences;
Greets, screens, and responds to questions, requests, and complaints from students, faculty, staff, and visitors in a sensitive and cooperative manner; maintains harmonious operating conditions in a service-oriented environment serving a multi-cultural and ethnically diverse population;
Resolves everyday work problems involving administration, staff, or students by exercising independent judgment in the application of established procedures and routines;
Performs complex secretarial duties requiring extensive knowledge of Health Sciences programs by preparing, typing, editing and proofreading a variety of materials such as contracts, correspondences, requisitions, statistical reports, federal and state reports; schedules and appointments, travel arrangements, and meetings; uses the computer for input and retrieval of information, inputs data into the Course Master and Bay Navigator to populate databases with proper scheduling detail; Gathers and compiles data from a variety of sources; maintains complex interrelated files;
Receives, reviews and routes mail using discretion in the handling of confidential and sensitive material;
Assists with budget records and accounts as assigned to the Division of Health Sciences;
Researches and maintains records related to invoices & purchasing, working collaboratively with the Purchasing department;
Makes travel and training arrangements for faculty and administrators;
Acts as an administrative assistant to the Director of Nursing. May take and transcribe meeting notes;
Selects, trains, evaluates and maintains schedules of student workers, as needed;
Monitors and manages data having major Family Educational Rights and Privacy Act (FERPA) or financial impact or accountability for the Division, including handling student information;
Handles faculty evaluations in a confidential manner;
Assists with the coordination of Division planned Corporate and Community Education offerings through the Center for Corporate Training & Community Education (CCTCE);
Performs other duties as assigned by the Dean of Health Sciences.
Minimum Entrance Requirements:
Administrative Assistant I:
Applicants must have at least (A) two 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, (B) any equivalent combination of the required experience and the substitutions below.
I. An Associate's or higher degree with a major in business administration, business management or public administration may be substituted for 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.
Five (5) years of secretarial experience which includes two (2) years as a senior secretary/clerk in a high-volume, high-traffic office;
Experience in a community college setting;
Experience with Microsoft Office Suite, including Word, Excel, Outlook, PowerPoint, and Access;
Exceptional attention to detail, organizational and follow-through skills;
Demonstrable critical thinking skills;
Ability to work independently;
Ability to exercise sound judgment and exercise discretion in the handling of personal and confidential information;
Knowledge of customer service principles & techniques;
Ability to effectively operate computer equipment and software as well as other office equipment.
Understanding of office practices and procedures including reception and telephone techniques, preparation of correspondence, report writing, filing, and operation of office equipment;
Ability to format & compose correspondence, reports, or other documents as requested;
Effective communication skills;
Experience in establishing rapport with an ethnically, culturally, and economically diverse community;
Ability to act as liaison for the division with staff, faculty, and external agencies;
Ability to multitask in an open office setting while remaining highly focused and task-oriented.
Education: Associate's degree preferred
Hours: Monday - Friday, 8:15 AM - 4:15 PM, with a 30-minute lunch, with some flexible hours around the start of the semester and other important dates in the health sciences.
Salary Range: AFSCME Unit I, Grade 15, Step 1 $43,520.36 annually. Appointments from outside the bargaining unit begin at Step 1 of the range, 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
Classification: AFSCME Unit 1 (37.5 hours/week)
Source of Funding: State Appropriation
Deadline: May 19, 2019 or thereafter until filled.
Massachusetts Bay Community College values and pursues diversity, and teaches the importance of inclusion and collaboration. We strongly encourage members of underrepresented communities to apply.
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:firstname.lastname@example.org or (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.
Hiring is contingent upon a successful CORI clearance.
MassBay Community College fosters educational excellence and student success, prepares students for local and global citizenship, anticipates and responds to the needs of surrounding communities, and contributes to evolving regional economic development.