Provides administrative support to the Nursing Program Administrator and the Division of Health Sciences, inclusive of the Nursing Programs. This professional will have a positive, friendly demeanor, and must be capable of 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 the budget, payroll, as well as program accreditation and student data.
Key Responsibilities and Duties:
Review and analyze data concerning all activities of the Division of Health Sciences, responding to inquiries, a compilation of data and preparation of reports and performing related clerical work as required for the successful operation of the Division of Health Sciences;
Greets and screens telephone calls, students, faculty, staff, and visitors in a pleasant and helpful manner; response to questions, requests, and complaints from students, staff, faculty and the public in a sensitive and cooperative style; maintains harmonious operating conditions in a service-oriented environment serving a diverse population;
Resolves everyday work problems involving administration, staff, or students by exercising independent judgment in the application of established procedures and routines;
Works collaboratively with other staff members in a team like an environment as needed but independently, as well;
Performs complex secretarial duties requiring extensive knowledge of a specific program by preparing, typing, editing and proofreading a variety of materials such as contracts, correspondences, requisitions, statistical reports, federal and state reports; schedules and appointments; uses the computer for input and retrieval of information, inputs data into the Course master and Bay Navigator to populate databases.
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;
Performs a full range of complex secretarial duties and coordinates activities for multiple programs and/or specialized programs;
Assist with budget records and accounts as assigned to the Division of Health Sciences;
Researches, recommends, purchases, implements, maintains records related to Bay Navigator and invoices and purchasing;
Inputs Course master data;
Makes travel and training arrangement for faculty and administrators;
Performs a full range of duties relative to office management;
Acts as an administrative assistant to the Nursing Program Administrator. May take and transcribe meeting notes;
Selects, trains, evaluates and maintains schedules of student workers, as needed;
Monitors and manages data having major FERPA or financial impact or accountability for the Division. This may include handling a student's academic record in multiple formats;
Handles faculty evaluations in a confidential manner;
Performs other duties as assigned by the Dean of Health Sciences and the Nursing Program Administrator.
Salary Range: AFSCME Unit I, Grade 15, Step 1 $41,830.36 annually. Appointments from outside the bargaining unit begin at Step 1 of the range
Classification: AFSCME (37.5 hours/week)
Working Hours: Monday-Friday, 37.5 hours per week, 9:00 am to 5:00 pm, with a 30-minute lunch, with some flexible hours around the start of the semester and other important dates in the health sciences.
Source of Funding: State Appropriation
Deadline: December 15, 2018 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.
To Apply: Please complete our online application by clicking the "Apply" button. Include letter of interest, resume, and list of three professional references with their contact information. Finalist candidates must provide official transcripts/certifications.
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.
Qualifications Required at Hire:
The methods of general report writing;
The types and uses of general office equipment;
The methods used in the preparation of charts, graphs and tables.
Establish rapport and maintain harmonious working relationships with persons from varied ethnic, cultural and/or economic backgrounds;
follow written and oral instructions;
Communicate effectively in oral expression;
Exercise discretion in handling confidential information;
Deal tactfully with others;
Prepare general reports;
Maintain accurate records;
Supervise, including planning and assigning work according to the nature of the job to be accomplished, the capabilities of subordinates and available resources; controlling work through periodic reviews and /or evaluations; determining subordinates' training needs and providing or arranging for such training; motivating subordinates to work effectively; determining the need for disciplinary action and either recommending or initiating disciplinary action;
Write concisely, to express thoughts clearly and to develop ideas in logical sequence;
Gather information through questioning individuals and by examining records and documents;
Give written and oral instructions in a precise, understandable manner;
Analyze and determine the applicability of data, to draw conclusions and to make appropriate recommendations;
Ability to assemble items of information in accordance with established procedures;
Ability to determine proper format and procedure for assembling items of information;
Knowledge of Understand, explain and apply the laws, rules, regulations, policies, procedures, specifications, standards and guidelines governing assigned unit activities;
Prepare and use charts, graphs, and tables.
Bachelor's Degree from an accredited college or university;
Four years' secretarial experience which includes two years as a senior secretary/clerical in a high volume, high traffic office;
Clerical experience in a Community College setting.
Additional Salary Information: Salary Range: AFSCME Unit I, Grade 15, Step 1 $41,830.36 annually. Appointments from outside the bargaining unit begin at Step 1 of the range.
Source of Funding: State Appropriation
About Massachusetts Bay Community College
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.