Administrative Assistant II Health Sciences

Administrative Assistant II Health Sciences

Department: Dean Nursing and Health Sciences

Location: Framingham

MassBay fosterseducational excellence and academic success to prepare students for local andglobal citizenship, to promote their personal growth, to meet criticalworkforce demands of communities, and to contribute to the region's economicdevelopment.

MassachusettsBay Community College is served by a cadre of employees of varied backgroundsand experiences. We invite allindividuals to consider joining our community.

Located inGreater Boston, MassBay is a comprehensive, open-access community college,offering associate degrees and certificate programs on three campuses inWellesley Hills, Framingham, and Ashland, Massachusetts.

Position Summary:

The ideal candidate will join a vibrant educationalcommunity and have a desire and ability to serve a population of students withvarious needs and backgrounds. Theprofessional in this role provides administrative support to the Dean of HealthSciences, the Assistant Deans, and the Division of Health Sciences. This professional will have a positive,friendly demeanor, and impeccable phone manners, and must be capable ofproviding excellent customer service.

This team member will handle daily office management and office situationssuch as establishing priorities to meet deadlines, maintaining records, andcompleting complex clerical duties requiring a considerable degree ofdecision-making and knowledge of the functions of the College and the Divisionof Health Sciences. This team member will collaborate with the Compliance Coordinator in the use ofViewpoint Screening, a data collection platform for the maintenance of studenthealth records. This individual will work proactively with students to addressrecords-related matters. Additionally,they will assist the Emergency Medical Services Program with clerical supportand scheduling.

Key Responsibilities and Duties:

• Confer with Division faculty and staff to exchange information, to coordinate efforts, and to obtain information concerning Division program and activities;
  
  
• Engage in extensive and significant data collection activity from varied sources, which include MassBays' Bay Navigator student data warehouse and agencies external to the college (such as ATI);
  
  
• Working with the Clinical Compliance Officer and faculty in Viewpoint Screening (VS) for online immunization tracking/compliance;
  
  
• Prepare a variety of office correspondence; developing and revising forms for internal use; and developing presentation materials, charts, and graphs;
  
  
• In collaboration with Program Chairs, conduct surveys of students and alumni according to accreditation/regulatory board requirements;
  
  
• Conferring with outside agencies (for example, Viewpoint Screening) to gather cost-related information to provide to the program director for budget preparation annually;
  
  
• Assist the Emergency Medical Services Department (EMS):

- Responding to student inquiries and problem-solving;

- Supporting Psychomotor Exam scheduling and related payment processes;

- Operating standard office machines/equipment;

- Maintaining student files and accreditation documents to keep records up to date, ensuring proper records retention, and tracking assets;

- Supporting simulation scheduling;

- By scheduling and communicating Departmental, Advisory Committee, and related meetings, coordinating all surrounding aspects of the testing process, monitoring the inventory of supplies, and placing orders as needed;

- Byproviding budget details and reports from the College's financial systemsoftware;

• Course Offerings Coordinate with the Dean/Assistant Dean and faculty, via shared Excel workbooks, to input data on course instructor assignments and roles, performing required data entry into Bay Navigator, and coordinate this information and relay it to HR, as needed;
  
  
• Provide support to the Assistant Dean of Health Sciences, as needed;
  
  
• Monitor and assist the Dean/Assistant Dean in the maintenance and confidentiality of all records;
  
  
• Work cohesively with the Office of Institutional Effectiveness for Health Sciences data collection and reporting;
  
  
• Perform other related duties as assigned by the Dean.

Incollaboration with Program Chairs, the Administrative Assistant II implementsthe surveys for the Health Sciences Division, ensuring the surveys are prepared,sent, and received according to accreditation/regulatory board requirements.

This list is not to be consideredall-inclusive. A supervisor may assign other duties as required to meet theneeds and foster the mission of the College.

All employees of MassBay are expected towork collegially and collaboratively within a community that values andcelebrates the variety of student experience.

MinimumQualifications:

Applicants must have atleast (A) three years of full-time, or equivalent part-time, experience inoffice management, office administration, business administration or businessmanagement, the major duties of which included one or more of the following functions:purchasing, personnel management, budgeting, accounting, records management, worksimplification, grants management, contract administration or programmanagement, or (B) any equivalent combination of the required experience andthe substitutions below.

Substitutions:

I. An Associate's or higherdegree with a major in business administration, business management or publicadministration may be substituted for a maximum of two years of the requiredexperience. *

II. An Associate's orhigher degree with a major other than in business administration, businessmanagement or public administration may be substituted for a maximum of oneyear of the required experience.*

*Education toward such adegree will be prorated on the basis of the proportion of the requirementsactually completed.

Preferred Qualifications:

• Sensitivity and commitment to the goals of Affirmative Action;
  
  
• Experience working in a community college or similar environment;
  
  
• Demonstrates commitment to working with students in need.

Additional Information:

Salary Range: AFSCMEUnit 1, Grade 17 Step 1 $60,119.28 annually. Appointments fromoutside the bargaining unit begin at Step 1 of the range.

As a Massachusetts State Employee, you are offered an outstandingsuite 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
  
  
• 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 parking on campus
  

Need moreinfo: https://www.massbay.edu/employment/benefits

Classification: Please find thelink to the Commonwealth of Massachusetts Human Resources DivisionClassification Specification for the position,
https://www.mass.edu/forfacstaff/classificationspecs/home.asp.

Position Type: AFSCME-Unit I

Deadline: October 24th, 2025 or after that until filled.

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

Hiring is subject to state appropriation funding.

Finalcandidates are required to provide sealed transcripts and officialcertifications.

Hiringis contingent upon a successful CORI clearance.

Massachusetts Bay Community College is an affirmativeaction/equal opportunity employer and does not discriminate on the basis ofrace, color, national origin, sex, disability, religion, age, veteran status,genetic information, gender identity or sexual orientation in its programs andactivities as required by Title IX of the Educational Amendments of 1972, theAmericans with Disabilities Act of 1990, Section 504 of the Rehabilitation Actof 1973, Title VII of the Civil Rights Act of 1964, and other applicablestatutes 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'sAffirmative Action and/or Title IX Coordinator, the Massachusetts CommissionAgainst Discrimination, the Equal Employment Opportunities Commission or theUnited States Department of Education's Office for Civil Rights.