Administrative Assistant I

Administrative Assistant I Department: OIT General

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.

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.

Position Summary:

The ideal candidate will join a vibrant and inclusiveeducational community and have a desire and ability to work with a diversepopulation.The Office of InformationTechnology is seeking a diligent and organized Administrative Assistant tosupport the Chief Information Officer in the preparation, maintenance, andexecution of the IT budget.
This position entails receiving all orders andensuring inventory controls are observed for newly arrived equipment.
TheAdministrative Assistant will oversee essential administrative functions,including coordinating meetings, scheduling events, ordering marketing materials,and maintaining office supplies.
Acting as the liaison with customerrepresentatives, the role involves resolving billing issues, ensuring theproper processing and payment of invoices, and managing purchase orders.
Thisis a crucial position that requires attention to detail, strong communicationskills, and the ability to handle multiple tasks efficiently.

Key Responsibilities and Duties: Work closely with the Chief Information Officer in the preparation, maintenance, and execution of the IT budgetReceive all orders and ensure inventory controls are observed on newly arrived equipment;Perform routine office-related administrative duties such as ordering office supplies and marketing materials, answering phones, and scheduling meetings and events;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;Act as the liaison with customer representatives to resolve billing issues and ensure accurate processing of POs;Other duties as assigned. Commitmentto 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:

Applicantsmust have at least (A) two years of full-time, or equivalent part-time,experience in office management, office administration, business administrationor business management, the major duties of which included one or more of thefollowing functions: purchasing, personnel management, budgeting,accounting, records management, work simplification, grantsmanagement, contract administration or program management, (B) any equivalentcombination of the required experience and the substitutions below.

Substitutions:

I.
AnAssociate's or higher degree with a major in business administration, businessmanagement or public administration may be substituted for the requiredexperience.*
II.
An Associate's or higher degree with a major other than in businessadministration, business management or public administration may be substitutedfor a maximum of one year of the required experience.
*

*Educationtoward such a degree will be prorated on the basis of the proportion of therequirements actually completed.

Preferred Qualifications: 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 Microsoft Excel skills;Understanding of State policies and procedures;Understanding of MassBay policies and procedures;Understanding of PeopleSoft Finance System. Additional Information: Salary Range: $AFSCME Unit I, Grade 15 Step 1 $47,338.98annually.Appointmentsfrom outside the bargaining unit begin at Step 1 of the range.

As a Massachusetts State Employee, youare offered an outstanding suite of benefits adding value to your salary.
Array ofchoices for health insurance plans to meet individual/ family needsAffordableDental Insurance and vision discount program12 paidState/ Federal holidaysGeneroussick, vacation, and personal timeTeleworkoption depending on the role/departmentFlexibleSpending Plans to reduce your taxable incomeLow-costbasic and optional life insuranceDefined Benefit Pension Plan, providing a fixed, pre-established benefit for employees at retirementThinking tosave more money towards retirement: consider Deferred Compensation plansi.e., 457(b) or 403(b).Tuition Benefitsfor employees and dependents at state colleges and universities FreeEmployee Assistance Program (EAP)Eligibilitytowards Public Service Loan Forgiveness (PSLF)Free gym andparking on campus
Need more info: https://www.massbay.edu/employment/benefits

Position Type: Please find the link to the Commonwealth ofMassachusetts Human Resources Division Classification Specification for theposition,
https://www.mass.edu/forfacstaff/classificationspecs/home.asp.

Application Deadline: July 5, 2024, or thereafter until filled.

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


Staff

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 isan affirmative action/equal opportunity employer and does not discriminate onthe basis of race, color, national origin, ethnicity, sex, disability,religion, age, veteran status, genetic information, pregnancy or relatedconditions, gender identity, sex characteristics, sex stereotypes or sexualorientation in its programs and activities as required by Title IX of theEducational Amendments of 1972, the Americans with Disabilities Act of 1990,Section 504 of the Rehabilitation Act of 1973, Title VII of the Civil RightsAct of 1964, and other applicable statutes and college policies.
The Collegeprohibits Sex-Based Harassment.
Inquiries or complaints concerningdiscrimination, harassment, or retaliation shall be referred to the College'sAffirmative Action Officer and/or Title IX Coordinator (Lisa MacDonald, ****** (781) 239-3147), the Massachusetts Commission Against Discrimination, the EqualEmployment Opportunities Commission or the United States Department ofEducation's Office for Civil Rights.