Administrative Assistant

3 days ago

Wellesley Hills, Massachusetts, United States Massachusetts Bay Community College Full time
Job Title: Administrative Assistant

Massachusetts Bay Community College is seeking a highly skilled and detail-oriented Administrative Assistant to join our Student Development team. As an Administrative Assistant, you will provide critical support to our staff and students, ensuring the smooth operation of our department.

Key Responsibilities:
  • Develop and maintain student subsidy applications within Student Development.
  • Communicate with the student body of subsidy opportunities and application process.
  • Identify and train committee members on the process of reviewing applications.
  • Coordinate with Financial Aid to see how the award impacts the student's financial aid status.
  • Work closely with case managers to administratively process applications for students applying for one-time awards, such as those for single mothers or emergency subsidies.
  • Verify the eligibility of students applying for subsidies, ensuring that they meet the specified criteria.
  • Track and manage data associated with both monthly and one-time awards, ensuring that information is up-to-date and easily accessible.
  • Work closely with the Institutional Research department to generate reports on the status and impact of awards.
  • Serve as the point person to communicate with students of their awards.
  • Assist with scheduling and preparing materials for medical re-entry meetings.
  • Assist with coverage of the front desk, as necessary.
  • Work closely with the finance team and/or student accounts to identify a method for disbursements.
  • Facilitate the distribution of the disbursements to the students.
  • Assist with the review of student immunization records.
  • Monitor the Student Development email; respond to inquiries, process forms, and connect individuals with the appropriate staff member or office to answer their questions and concerns.
  • Participate in staff, divisional, and college committee meetings.
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 is a part-time, non-unit position with no benefits. The ideal candidate will join a vibrant and inclusive educational community and have a desire and ability to work with a diverse population.

Massachusetts Bay Community College values diversity, inclusion, and collaboration. We strongly encourage members of underrepresented communities to apply to join our community.

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.

Applicants must have at least two years of full-time, or equivalent part-time, experience in office management, office administration, business administrative 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 any equivalent combination of the required experience and the substitutions below.

Substitutions: An Associate's or higher degree with a major in business administration, business management or public administration may be substituted for the required experience. An Associate's or higher degree with a major other than in business administration, business management or public administration may be substituted for a maximum of one year of the required experience.

Ability to exercise sound judgment and deal tactfully with others; ability to exercise discretion in handling confidential information; ability to supervise, including planning and assigning work according to the nature of the job to be accomplished, the capabilities of subordinates and available resources; controlling work through periodic reviews and/or evaluations; determining subordinates' training needs and providing or arranging such training; motivating subordinates to work effectively.

Preferred qualifications include sensitivity and commitment to the goals of Affirmative Action and workforce diversity; experience working in a diverse environment; demonstrated commitment to working with underserved students; strong communication, prioritization, time management, and organizational skills; experience and competence in technology, including Microsoft suite; enthusiasm for working as a member of a team; fluency in a second language; ability to thrive and remain professional in a busy and demanding environment.

Salary Range: $ Hourly Wage

Position Type: Part Time Employee

Application Deadline: June 24, 2024, or thereafter until filled.

Please include a letter of interest and resume with your online application.

Hiring is subject to state appropriation funding.

Final candidates are required to provide sealed transcripts and/or certifications.

Hiring is contingent upon a successful CORI clearance.

Massachusetts Bay Community College is an affirmative action/equal opportunity employer and does not discriminate on the basis of race, color, national origin, ethnicity, sex, disability, religion, age, veteran status, genetic information, pregnancy or related conditions, gender identity, sex characteristics, sex stereotypes or sexual orientation in its programs and activities as required by Title IX of the Educational Amendments of 1972, the Americans with Disabilities Act of 1990, Section 504 of the Rehabilitation Act of 1973, Title VII of the Civil Rights Act of 1964, and other applicable statutes and college policies.

The College prohibits Sex-Based Harassment. Inquiries or complaints concerning discrimination, harassment, or retaliation shall be referred to the College's Affirmative Action Officer and/or Title IX Coordinator (Lisa MacDonald,, the Massachusetts Commission Against Discrimination, the Equal Employment Opportunities Commission or the United States Department of Education's Office for Civil Rights.

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