Administrative Assistant II

Department: Registration & Records

Location: Wellesley Hills

MassBay fosters educational excellence and academic success to prepare students for local and global citizenship, to promote their personal growth, to meet critical workforce demands of communities, and to contribute to the region’s economic development.

Massachusetts Bay Community College is served by a cadre of employees of varied backgrounds and experiences.  We invite all individuals to consider joining 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 educational community and have a desire and ability to serve a population of students with various needs and backgrounds.

Reporting to the Registrar or designee, the Administrative Assistant position is primarily responsible for providing key administrative and technical support to the Registrar’s Office in connection with assigned activities such as office services, records control, data input and running key processes within the Student Information System.  This position will support all enrollment services functions and transactions including Registration & Records, Admissions, and Student accounts.  Assisting the Registrar’s Office with classroom assignments, scheduling of classes, student record updates, National Student Clearing House reporting and graduation auditing review are key responsibilities for this position.

Key Responsibilities and Duties:

• Assist the Registrar in reviewing graduation petitions for compliance with all graduation requirements.  Generate graduation related reports and lists monitors for accuracy and completeness;  
• Assist the Associate Registrar with completing the graduation audit process, including credential review, awarding of degrees and certificates, and communication to students regarding status and/or next steps for program completion; collaborate with various departments to streamline processes and implement policies regarding the graduation audit process; 
• Enter and update student information and course schedules in PeopleSoft; produce lists and reports as required; analyze data for accuracy and logic; assist in monitoring information systems functions and processes;
• Create and maintain academic course scheduling and room assignment process for the college within PeopleSoft and R25Live; 
• Assist the Registrar to streamline tasks, optimize efficiencies, identify, vet, and implement technology solutions to improve operations;
• Assist the Registrar 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
• Perform Registration & Records, Admissions, and/or Student Accounts transactions: enrolling students, processing admissions applications, entering prospect data, reviewing and analyzing data, preparing reports, responding to inquiries, compiling data, and assisting students;
• Plan and coordinate the review and assembly of academic calendars; 
• Assist in data reporting to external offices and third parties; 
• Perform data-entry activities: registration, add/drop, course withdrawals, College withdrawals, financial withdrawals, mid-semester and final grade entry, official and unofficial transcript generation, enrollment verifications and generation, update of biographical and demographical data, update course data. Enter incoming transcripts for transfer credit and variety of registrations hand delivered, arriving in the mail, fax or email, on to the system, while maintaining accuracy and integrity of data;
• Assist the Registrar in processing student record verifications and troubleshoot enrollment reporting errors within the National Student Clearinghouse in order to maintain compliance with NSLDS;
• Review daily audit reports of various internal processes and resolve discrepancies in order to maintain student record data integrity (post enrollment requisite checking, waitlists, etc.;
• Maintain liaison with various local, state and federal agencies and others to exchange information, to resolve problems and to coordinate activities;
• Provide professional and high quality front-line customer service.  Interact positively and professionally with all College constituents, both internal and external, including prospective students and their families, current students, faculty, staff and the general public, in-person, on the phone, or electronically;
• Confer with IT personnel regarding changes of instructions or sequence of operation; report machine malfunctioning to the IT personnel;
• Create and generate inter-college correspondence between Registration and other offices with the approval of supervisor;
• Monitor activities for effectiveness and efficiency.  Recommend procedural changes as appropriate, and take part in creating procedures and continuous workflow improvements;
• Other 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 the variety of student experience.

Minimum Qualifications:

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

Substitutions:
I. An Associate’s or higher degree with a major in business administration, business management or public administration may be substituted for a maximum of two years of the required experience. *

II. 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. *

*Education toward such a degree will be prorated on the basis of the proportion of the requirements completed.

NOTE: Educational substitutions will only be permitted for a maximum of two years of the required experience.

Preferred Qualifications:

• Sensitivity and commitment to the goals of Equal Opportunity;
• Experience working in a community college or similar environment; 
• Demonstrated commitment to working with students in need;
• Ability to establish rapport and maintain harmonious working relationships with persons from varied ethnic, cultural and/ or economic backgrounds;
• Bachelor's degree or higher;
• Ability to work effectively with faculty, staff and students;
• Ability to organize, prioritize and multi-task;
• Strong working knowledge of PeopleSoft; 
• Working knowledge of Windows, Microsoft Office (Word, Excel and Access); 
• Ability to take initiative and when necessary, work independently;
• Excellent customer service skills;
• Excellent oral and written communication skills;
• Prior higher education experience, with a focus on curriculum;
• Demonstrated ability to work with both faculty and students.

Additional Information:

Salary Range:            AFSCME Unit I, Grade 17 Step 1 $ 62,547.94 annually.  Appointments from outside the bargaining unit begin at Step 1 of the range.

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
• 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

Classification:            Please find the link to the Commonwealth of Massachusetts Human Resources Division Classification Specification for the position,
https://www.mass.edu/forfacstaff/classificationspecs/home.asp.  

Deadline: October 30th, 2026, 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 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 Associate Dean of Equity Assurance and/or Title IX Coordinator, the Massachusetts Commission Against Discrimination, the Equal Employment Opportunities Commission or the United States Department of Education’s Office for Civil Rights.