Department: Enrollment Management
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 inclusive educational community and have a desire and ability to work with a diverse population. The Executive Assistant to the Vice President for Enrollment Management (VPEM) plays a crucial role in supporting the overall operation of the Enrollment Management Division. This position involves providing high-level administrative assistance to the VPEM, managing day-to-day operations, and ensuring effective communication within the division, across the college community, and outside with community partners and external stakeholders.
The Executive Assistant will provide project management, event management, and grant management support to the VPEM throughout the year. This position requires a high level of attention to detail, professionalism, discretion, critical thinking, and the ability to manage a wide range of responsibilities in a dynamic academic environment.
Key Responsibilities and Duties:
-
Work directly with the Vice President for Enrollment Management to support all aspects of her daily work routine;
-
Maintain Vice President’s Calendar and contacts;
-
Coordinate communication between the VPEM and key stakeholders: Faculty, staff, students, and external partners;
-
Assist with confidential matters related to FERPA, Freedom of Information Act, Federal Financial Aid, and annual audits;
-
Maintain departmental communication channels: Draft newsletters, meeting notes; manage internal websites, and facilitate team meetings;
-
Develop and refine divisional workflow processes: Implement improvements to enhance efficiency and communication (including but not limited to e-mail, Microsoft Teams, and SharePoint);
-
Data analysis and reporting: Compile and analyze enrollment data to identify trends and inform decision-making;
-
Research and edit presentations and reports: Support the VPEM in public speaking engagements and internal communication;
-
Proactive project and meeting preparation: Anticipate needs and gather relevant information beforehand to optimize the VPEM's time;
-
Maintain positive working relationships with faculty, staff, and students across the College;
-
Triage inquiries, concerns, and requests from internal and external constituencies in a helpful, professional, and timely manner;
-
Assist with budget preparation and maintenance;
-
Prepare invoices and purchase order requisitions for Enrollment Management;
-
Hire, train and supervise student employees in Enrollment Management;
-
Assist VPEM with the Welcome Back Greeter Program;
-
Assist the VPEM with various grant program programs including Commonwealth Dual Enrollment Program (CDEP) and Higher Education Innovation Fund (HEIF);
-
Serve as OneCard back-up operator if needed;
-
Coordinate meetings, including large, complex meetings that span multiple days, locations, and departments;
-
Assist with special projects and perform other related duties as assigned;
-
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.
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;
-
Engage with the Office of Diversity on issues related to underserved student success;
-
Further the examination of pertinent practices that are culturally responsive and reflective of inclusive perspectives especially when collecting and analyzing departmental outcomes;
-
Engage in conversations with colleagues and students regarding best practices within the discipline or programmatic related to 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:
-
Bachelor’s Degree Required;
-
Five years or more experience in college administration;
-
Excellent customer service skills;
-
Demonstrated professionalism and organizational skills along with the ability to manage multiple tasks concurrently, prioritize the workload, meet deadlines, take initiative, and to work independently and as part of a team;
-
Excellent interpersonal, written, and verbal communications skills.
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.
Additional Information:
Salary Range: $60,000 - $70,000
As a Massachusetts State Employee, you are offered an outstanding suite of benefits adding value to your salary.
-
Array of choices for health insurance plans to meet individual/ family needs
-
Affordable Dental Insurance and vision discount program
-
12 paid State/ Federal holidays
-
Generous sick, vacation, and personal time
-
Telework option depending on the role/department
-
Flexible Spending Plans to reduce your taxable income
-
Low-cost basic and optional life insurance
-
Defined Benefit Pension Plan, providing a fixed, pre-established benefit for employees at retirement
-
Thinking to save more money towards retirement: consider Deferred Compensation plans i.e., 457(b) or 403(b).
-
Tuition Benefits for employees and dependents at state colleges and universities
- Free Employee Assistance Program (EAP)
-
Eligibility towards Public Service Loan Forgiveness (PSLF)
-
Free gym and parking on campus
Need more info: https://www.massbay.edu/employment/benefits
Position Type: Non Unit Professional
Application Deadline: July 2, 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 is an affirmative action/equal opportunity employer and does not discriminate on the basis of race, color, national origin, sex, disability, religion, age, veteran or military status, genetic information, gender identity, 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 sexual harassment, including sexual violence. Inquiries or complaints concerning discrimination, harassment, retaliation, or sexual violence shall be referred to the College’s Affirmative Action and/or Title IX Coordinator, Lisa MacDonald, Director of Equity Compliance, lmacdonald@massbay.edu, (781) 239-3147, the Massachusetts Commission Against Discrimination, the Equal Employment Opportunities Commission or the United States Department of Education’s Office for Civil Rights.