Administrative Assistant II

Administrative Assistant II

Department: Dean of Business and Professional Studies

Location: Wellesley Hills

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 Business & Professional Studies (BPS). The person seeking this role understands the importance of order and organization to an office. You enjoy working behind the scenes to make sure the administrator is prepared for their events.

You are a comfortable communicator and know how to create a positive working environment by responding competently to questions. You like problem‑solving, know how to plan and you work cooperatively with others. You value the work of faculty.

You are friendly, have impeccable phone and e‑communication manners, and proven interpersonal skills needed to manage the daily logistical aspects of the division. This includes, but is not limited to, the management of the Dean's calendar and traffic to the Dean's office, organizing reports, responding to inquiries, coordinating and overseeing the processes of the division. You are able to multi‑task and adapt to changing priorities and deadlines.

You are comfortable and competent in collaborating with the Dean and department chairs during budget preparation season. You can assist faculty as they prepare to respond to compliance and accreditation documents. You perform related clerical work as required for the Dean and the BPS division. You remain calm in stressful times and work in a supportive manner with other staff in the office, as needed, to support programmatic accreditation, or other college-wide initiatives that occur throughout the year.

• Maintain phone coverage, greet visitors and students, take messages, relay information and respond to electronic messaging. Review and route incoming mail and email for appropriate distribution and action. Handle high public contact efficiently and professionally. Have knowledge of Massbay's policies and procedures, catalog, and the student handbook; answer questions within scope of knowledge and authority.
• Compose letters and memos, and review documents and reports for completeness, correct content, and compliance with regulatory and standards of the College. Recommend changes as needed; edit work for accuracy, formatting, spelling, punctuation, and construction. Ensure timely completion of all material.
• Arrange meetings as required, notify participants, and arrange for all materials, food, facilities, AV equipment, budgets, travel, and support functions.
• Attend, document, maintain and distribute timely minutes for division, department chair, multi‑division, and other dean‑connected meetings, as assigned.
• Organize and maintain an e‑filing system for all pertinent data/information related to the Division as well as the expenditures, activities, and functions of the Division of BPS so that these documents are electronically and readily accessible to Dean and as needed, to the Division. This includes meeting agendas and minutes, decisions, motions and approvals, program updates, and program curriculum changes in an electronic fashion.
• Maintain general awareness of the timeline for major events and projects; take initiative and look for opportunities to assist, including with the organization, preparation and other College events. Some occasional evening or weekend coverage…