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Administrative Coordinator

2 months ago

Wellesley Hills, Massachusetts, United States Massachusetts Bay Community College Full time
Job Summary

The Massachusetts Bay Community College is seeking a highly organized and detail-oriented Administrative Assistant to support the Chief Information Officer in the preparation, maintenance, and execution of the IT budget. This is a crucial position that requires strong communication skills, attention to detail, and the ability to handle multiple tasks efficiently.

Key Responsibilities
  • IT Budget Management: Work closely with the Chief Information Officer to prepare, maintain, and execute the IT budget.
  • Inventory Control: Receive all orders and ensure inventory controls are observed for newly arrived equipment.
  • Administrative Support: Perform routine office-related administrative duties such as ordering office supplies and marketing materials, answering phones, and scheduling meetings and events.
  • Financial Management: Assist 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.
  • Customer Liaison: Act as the liaison with customer representatives to resolve billing issues and ensure accurate processing of POs.
Commitment to Equity
  • Support MassBay's Equity Agenda: Collaborate with faculty, staff, and students on the College's strategic initiatives dedicated to closing the equity gap related to student outcomes.
  • Anti-Racism: Embrace a community free of bias and inequality.
  • Policy Review: Contribute to discussion and review of applicable College policies with a critical lens toward diversity, equity, and inclusion.
Required Qualifications
  • Experience: At least two years of full-time, or equivalent part-time, experience in office management, office administration, business administration, or business management, with major duties including one or more of the following functions: purchasing, personnel management, budgeting, accounting, records management, work simplification, grants management, contract administration, or program management.
  • Education: An Associate's or higher degree with a major in business administration, business management, or public administration may be substituted for the required experience.
Preferred Qualifications
  • Sensitivity to Diversity: Sensitivity and commitment to the goals of Affirmative Action and workforce diversity.
  • Diverse Environment: Experience working in a diverse environment.
  • Underserved Students: Demonstrated commitment to working with underserved students.
  • Microsoft Excel: Strong Microsoft Excel skills.
  • State Policies: Understanding of State policies and procedures.
  • MassBay Policies: Understanding of MassBay policies and procedures.
  • PeopleSoft Finance System: Understanding of PeopleSoft Finance System.