Administrative Assistant II – Health Sciences

Department: Dean Nursing and Health Sciences

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.

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. This professional will have a positive, friendly demeanor, and 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.

This 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.

• 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 external agencies 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, and develop presentation materials, charts, and graphs.
• In collaboration with Program Chairs, conduct surveys of students and alumni according to accreditation and regulatory board requirements.
• Confer with outside agencies (e.g., Viewpoint Screening) to gather cost‑related information for the program director’s annual budget preparation.
• Assist the Emergency Medical Services Department (EMS):
  • Respond to student inquiries and problem‑solve.
  • Support Psychomotor Exam scheduling and related payment processes.
  • Operate standard office machines and equipment.
  • Maintain student files and accreditation documents, ensuring proper records retention and asset tracking.
  • Schedule and communicate Departmental, Advisory Committee, and related meetings; coordinate testing processes, 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, perform required data entry into Bay Navigator, and relay information to HR as needed.
• Provide support to the Assistant Dean of Health Sciences, as needed.
• Monitor and assist the Dean/Assistant Dean in maintaining and safeguarding all confidential 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.
• Implement surveys for the Health Sciences Division with Program Chairs, ensuring preparation, sending, and receipt of surveys per accreditation and regulatory board requirements.

This list is not to be considered all‑inclusive. A supervisor…