Administrative Assistant II – Health Sciences

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Key Responsibilities and Duties:
Confer with Division faculty and staff to exchange information, to coordinate efforts, and to obtain information concerning Division program and activities;
Engage in extensive and significant data collection activity from varied sources, which include MassBays’ Bay Navigator student data warehouse and agencies external to the college (such as ATI);

Working with the Clinical Compliance Officer and faculty in Viewpoint Screening (VS) for online immunization tracking/compliance;
Prepare a variety of office correspondence; developing and revising forms for internal use; and developing presentation materials, charts, and graphs;
In collaboration with Program Chairs, conduct surveys of students and alumni according to accreditation/regulatory board requirements.
Conferring with outside agencies (for example, Viewpoint Screening) to gather cost-related information to provide to the program director for budget preparation annually;
Assist the Emergency Medical Services Department (EMS):
Responding to student inquiries and problem-solving;
Supporting Psychomotor Exam scheduling and related payment processes;
Operating standard office machines/equipment;
Maintaining student files and accreditation documents to keep records up to date, ensuring proper records retention, and tracking assets;
Supporting simulation scheduling;
By scheduling and communicating Departmental, Advisory Committee, and related meetings, coordinating all surrounding aspects of the testing process, monitoring the inventory of supplies, and placing orders as needed;
By providing budget details and reports from the College’s financial system software;


Course Offerings – Coordinate with the Dean/Assistant Dean and faculty, via shared Excel workbooks, to input data on course instructor assignments and roles, performing required data entry into Bay Navigator, and coordinate this information and relay it to HR, as needed;
Provide support to the Assistant Dean of Health Sciences, as needed;
Monitor and assist the Dean/Assistant Dean in the maintenance and confidentiality of all records;
Work cohesively with the Office of Institutional Effectiveness for Health Sciences data collection and reporting;
Perform other related duties as assigned by the Dean.

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 the variety of student experience.