Administrative Assistant Ii

2 weeks ago

Wellesley Hills, United States Massachusetts Bay Community College Full time

**Department**: Registration & Records

**Location**: Wellesley Hills

MassBay fosters educational excellence and academic success to prepare students for local and global citizenship, to meet critical workforce demands of communities, and to contribute to the region’s economic development.Located in Greater Boston, MassBay 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**:
**Key Responsibilities and Duties**:

- 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 PeopleSoft; 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 PeopleSoft and R25Live;
- Assist the Registrar in streamlining tasks, optimizing efficiencies, identifying, vetting, and implementing 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;
- Plan and coordinate the review and assembly of academic calendars;
- Assist in data reporting to external offices and third parties;
- Assist the Registrar in processing student record verifications and troubleshooting enrollment reporting errors within the National Student Clearinghouse in order to maintain compliance with NSLDS;
- Review daily audit reports of various internal processes and resolve discrepancies to maintain student record data integrity (post-enrollment requisite checking, waitlists, etc.);
- Maintain liaison with various local, state, and federal agencies and others to exchange information, resolve problems and coordinate activities;
- Provide professional and high-quality front-line customer service. Interact positively and professionally with all College constituents, both internal and external, including prospective students and their families, current students, faculty, staff and the general public, in person, on the phone, or electronically;
- Confer with IT personnel regarding changes of instructions or sequence of operation; report machine malfunctioning to the IT personnel;
- Create and generate inter-college correspondence between Registration and other offices with the approval of the supervisor;
- Monitor activities for effectiveness and efficiency. Recommend procedural changes as appropriate, and take part in creating procedures and continuous workflow improvements; Other duties as assigned.**Commitment to Equity**:

- Support MassBay’s commitment to the Equity Agenda; collaborating with faculty, staff, and students on the College’s strategic initiatives dedicated to closing the equity gap related to student outcomes;
- Support MassBay’s commitment to being anti-racist; embracing a community free of bias and inequality;
- Contribute to discussion and review of applicable College policies with a critical lens toward diversity, equity and inclusion.

This list is not to be considered all-inclusive. A supervisor may assign other duties as required to meet the needs and foster the mission of the College.

All employees of MassBay are expected to work collegially and collaboratively within a community that values and celebrates diversity.

**Required Qualifications**:
Applicants must have at least (A) three years of full-time, or equivalent part-time, experience in office management, office administration, business administration or business management, the major duties of which included one or more of the following functions: purchasing, personnel management, budgeting, accounting, records management, work simplification, grants management, contract administration or program management, or (B) any equivalent combination of the required experience and the substitutions below.
- Substitutions:

- I. An Associate’s or higher degree with a major in business administration, business management or public administration may be substituted for a maximum of two years of the required experience.*
- II. An Associate’s or higher degree with a major other than in business administration, business

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