Administrative Assistant II Health Sciences

Mass Bay Community College

Department: Generic Division

Location: Framingham

Mass Bay fosters educational excellence and academic success to prepare students for local and global citizenship, to promote their personal growth, to meet critical workforce demands of communities, and to contribute to the region’s economic development. Massachusetts Bay Community College is served by a cadre of employees of varied backgrounds and experiences. We invite all individuals to consider joining our community.

Located in Greater Boston, Mass Bay 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 educational community and have a desire and ability to serve a population of students with various needs and backgrounds. The professional in this role provides administrative support to the Dean of Health Sciences, the Assistant Deans, and the Division of Health Sciences. The professional will have a positive, friendly demeanor, impeccable phone manners, and must be capable of providing excellent customer service.

This team member 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 the functions of the College and the Division of Health Sciences. This team member will collaborate with the Compliance Coordinator in the use of Viewpoint Screening, a data collection platform for the maintenance of student health records.

The individual will work proactively with students to address records-related matters. Additionally, they will assist the Emergency Medical Services Program with clerical support and scheduling.

Key

Responsibilities and Duties:

• Confer with Division faculty and staff to exchange information, coordinate efforts, and obtain information concerning Division program and activities
• Engage in extensive and significant data collection activity from varied sources, including Mass Bay’s Bay Navigator student data warehouse and agencies external to the college (such as ATI)
• Work with the Clinical Compliance Officer and faculty in Viewpoint Screening (VS) for online immunization tracking/compliance
• Prepare a variety of office correspondence; develop and revise forms for internal use; develop 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): respond to student inquiries and problem‑solving; support Psychomotor Exam scheduling and related payment processes; operate standard office machines/equipment; maintain student files and accreditation documents; support simulation scheduling; schedule and communicate Departmental, Advisory Committee, and related meetings; monitor inventory of supplies and place orders as needed; provide budget details and reports from the College’s financial system software
• 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

In collaboration with Program Chairs, the Administrative Assistant II implements the surveys for the Health Sciences Division, ensuring the surveys are prepared, sent, and received according…