Administrative Assistant II

Position Summary

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.  The professional in this role provides administrative support to the Dean of Business & Professional Studies (BPS). 

The person seeking this role understands the importance of order and organization to an office. You enjoy working behind the scenes to make sure the administrator is prepared for their events. You are a comfortable communicator and know how to create a positive working environment by responding competently to questions. You like problem-solving, know how to plan and you work cooperatively with others. You value the work of faculty.

You are friendly, have impeccable phone and e-communication manners, and proven interpersonal skills needed to manage the daily logistical aspects of the division. This includes, but is not limited to, the management of the Dean’s calendar and traffic to the Dean’s office, organizing reports, responding to inquiries, coordinating and overseeing the processes of the division. You are able to multi-task and adapt to changing priorities and deadlines. You are comfortable and competent in collaborating with the Dean and department chairs during budget preparation season. You can assist faculty as they prepare to respond to compliance and accreditation documents. You perform related clerical work as required for the Dean and the BPS division.

You remain calm in stressful times and work in a supportive manner with other staff in the office, as needed, to support programmatic accreditation, or other college-wide initiatives that occur throughout the year. 

Key Responsibilities and Duties:

·       Maintain phone coverage, greet visitors and students, take messages, relay information and respond to electronic messaging. Review and route incoming mail and email for appropriate distribution and action. Handle high public contact efficiently and professionally. Have knowledge of Massbay’s  policies and procedures, catalog, and the student handbook; answer questions within scope of knowledge and authority;

·       Compose letters and memos, and review documents and reports for completeness, correct content, and compliance with regulatory and standards of the College. Recommend changes as needed; edit work for accuracy, formatting, spelling, punctuation, and construction. Ensure timely completion of all material;

·       Arrange meetings as required, notify participants, and arrange for all materials, food, facilities, AV equipment, budgets, travel, and support functions;

·       Attend, document, maintain and distribute timely minutes for division, department chair, multi-division, and other dean-connected meetings, as assigned;

·       Organize and maintain an e-filing system for all pertinent data/information related to the Division as well as the expenditures, activities, and functions of the Division of BPS so that these documents are electronically and readily accessible to Dean and as needed, to the Division. This includes meeting agendas and minutes, decisions, motions and approvals, program updates, and program curriculum changes in an electronic fashion;

·       Maintain general awareness of the timeline for major events and projects; take initiative and look for opportunities to assist, including with the organization, preparation and other College events. Some occasional evening or weekend coverage may be required for special events;

·       Work with faculty to assure accurate travel paperwork is submitted and follow-up travel paperwork is completed;

·       Assist and confer with internal staff and faculty to ensure effective operations and compliance with established standards;

·       Schedule and maintain the electronic calendar for the Dean; schedule and coordinate dean's appointments and/or travel arrangements.

·       Assist the Dean in the monitoring, maintenance, and confidentiality of all records. Maintain the confidentiality of faculty, staff, and students with respect to personal, academic, and related professional issues that are presented to the Dean's Office;

·       Asist the Dean in planning and scheduling Division of BPS course offerings across fall, winter, spring, and summer sessions, and assist with faculty course assignments in compliance with College and union requirements.

·       Use College systems fully and effectively to assist with the Division of BPS’s budget including, but not limited to: requisitions, including processing requisitions in PeopleSoft; grant accounts; management of travel arrangements; expense reconciliation; and student record keeping; serve as the liaison between the Business Office and financial affairs; serve as a liaison between the Division and various vendors to troubleshoot billing and/or receivable issues;

·       Collaborate with Dean and Department Chairs to assure proposed yearly budgets are aligned with fiscal protocols;

·       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.