Admissions Special Programs Coordinator

Admissions Special Programs Coordinator

Department: Enrollment Management

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 Admissions Special Programs Coordinator serves as the primary engagement, project-based, and front-of-house operational coordinator for the Office of Admissions, ensuring smooth daily operations and a welcoming, engaging, and efficient experience for Mass Bay students, prospective students, and visitors. This position coordinates office logistics, budget coordination, student employee supervision, and front-line communications while also providing general admissions counseling to visitors and operational support to the department during peak processing and event periods.

This position requires full-time, on-site attendance.

• Provide and distribute information to current and prospective students and families via in-person, phone, and email interactions.
• Utilize multiple platforms on a daily basis, including, but not limited to Microsoft
  360, People Soft, Slate, Docuware, AMSA Safe.
• Serve as a primary point of contact for student and visitor inquiries, ensuring accurate and consistent information.
• Answer and triage incoming phone calls and email inquiries, distributing communications to appropriate admissions staff members.
• Learn, implement, and support the use of technology platforms utilized by the Office of Admissions, including assisting with onboarding and training of staff and peer professionals on new tools and processes.
• Ensure the physical space of the office is welcoming, organized, and functional.

• Recruit, train, schedule, supervise, and support student employees.
• Plan and implement training activities.
• Assign, organize, and monitor student employee duties to ensure timely and accurate completion of tasks.
• Provide ongoing coaching, performance feedback, and support to student staff.
• Conduct regular staff meetings with student employees.

• Assist with planning, organizing, and executing admissions events, including campus visits, open houses, and recruitment programs.
• Coordinate front-of-house logistics for events, including staffing, materials, and visitor flow.
• Attend college-related events and represent the college and the Office of Admissions at internal and external events as needed.
• Collaborate with the Director of Admissions Recruitment to plan and execute on campus and virtual on campus events and tours.

• Assist with the admissions office operating budget, including tracking expenditures, reconciling accounts, and coordinating purchasing and payments.
• Coordinate daily work activities related to office operations to ensure efficient workflow and consistent coverage.
• Develop and manage the physical office schedule, including staff and student employee coverage for front-of-house services.
• Ensure departmental spending is on track for part-time, seasonal, and student employees.

• Assist with admissions document processing during peak application and enrollment periods.
• Support data entry, file management, and application processing as needed to maintain service standards and deadlines.
• Distribute documentation and retain and process records as appropriate.

• Serve as a liaison…