Administrative Assistant II

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. Weinvite 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.

Reporting to the Registrar or designee, the Administrative Assistant position is primarily responsible for providing key administrative and technical support to the Registrar’s Office in connection with assigned activities such as office services, records control, data input and running key processes within the Student Information System. This position will support all enrollment services functions and transactions including Registration & Records, Admissions, and Student accounts.

Assisting the Registrar’s Office with classroom assignments, scheduling of classes, student record updates, National Student Clearing House reporting and graduation auditing review are key responsibilities for this position.

• Assist the Registrar in reviewing graduation petitions for compliance with all graduation requirements. Generate graduation related reports and lists monitors for accuracy and completeness;
• Assist the Associate Registrar with completing the graduation audit process, including credential review, awarding of degrees and certificates, and communication to students regarding status and/or next steps for program completion; collaborate with various departments to streamline processes and implement policies regarding the graduation audit process;
• Enter and update student information and course schedules in People Soft; produce lists and reports as required; analyze data for accuracy and logic; assist in monitoring information systems functions and processes;
• Create and maintain academic course scheduling and room assignment process for the college within People Soft and R25
  
  Live;
• Assist the Registrar to streamline tasks, optimize efficiencies, identify, vet, and implement technology solutions to improve operations;
• Assist the Registrar in managing the departmental budget via Peoplesoft Financials, including but not limited to: budget tracking, creating POs and requisition requests, processing invoices from third party vendors, booking all conference registration and traveling fees and rectifying budget line items
• Perform Registration & Records, Admissions, and/or Student Accounts transactions: enrolling students, processing admissions applications, entering prospect data, reviewing and analyzing data, preparing reports, responding to inquiries, compiling data, and assisting students;
• Plan and coordinate the review and assembly of academic calendars;
• Assist in data reporting to external offices and third parties;
• Perform data-entry activities: registration, add/drop, course withdrawals, College withdrawals, financial withdrawals, mid-semester and final grade entry, official and unofficial transcript generation, enrollment verifications and generation, update of biographical and demographic data, update course data. Enter incoming transcripts for transfer credit and variety of registrations hand delivered, arriving in the mail, fax or email, on to the system, while…