Job Description:

MassBay Community College

Executive Assistant to the Assistant Vice President of Human Resources and Payroll

Wellesley Hills, MA, United States

Executive Assistant to the Assistant Vice President of Human Resources and Payroll

Department: Human Resources

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 avibrant and inclusive educational community and have a desire and ability towork with a diverse population. TheOffice of Human Resources and Payroll needs an Executive Assistant who ishighly organized, detail-oriented and has excellent interpersonal skills. TheExecutive Assistant will be the first point of contact for the Human Resourcesand Payroll Office, supporting the Assistant Vice President of Human Resourcesand Payroll and the team.

The responsibilities are clerical, administrative, andconfidential. The Executive Assistant will assist with daily office functionsand operations, provide assistance and referrals to employees, applicants, andvisitors, and maintain filing and records systems. The Executive Assistant willassist with special projects and programs as assigned. The incumbent is expected to have a high level ofdepartment-specific knowledge and will regularly interact with the executivemanagement and all levels of employees across the college.

Successfulcandidates possess the following character traits: customer focus, comfortaround college executives, dealing with ambiguity, effective time-managementand interpersonal skills, high work ethic, integrity, and trustworthiness. Theability to maintain confidentiality is critical in this position.

Key Responsibilities and Duties:

• Provide administrative support to the Assistant Vice President of Human Resources and Payroll, including calendar management and preparation of materials for meetings and travel;
• First point of contact for faculty and staff with questions, problems, and/or complaints. Research, respond, and refer as appropriate;
• Perform confidential duties, including tracking the submission of performance reviews, composing and editing correspondence and reports, and creating and maintaining spreadsheets and charts;
• Maintain filing and records system of highly confidential documents, including personnel files and grievances;
• Maintain and update the organizational chart and verify position titles for business cards and name tags;
• Compose and manage communication with the college community regarding new hires, promotions, and staff departures, including personnel reports and newsletters;
• Responsible for tracking the department budget, entering invoices into the financial database for approval, and running quarterly and annual reports. Monitor and review expenditures related to the department's budget;
• Manage the offboarding process, including compiling exit interview packets;
• Assist with logistics for training and events such as Employee Recognition, Professional Development Days for MCCC & AFSCME, and Administrative Professionals Day.
• Receive, screen, and distribute incoming mail;
• Actively participate as an influential department team member by completing assigned duties and accepting additional assignments or reassignments;
• Book travel and complete expense reports for assigned employees;
• Facilitate seamless communications between the Assistant Vice President and internal and external parties;
• Coordinate meetings, including large, complex meetings that span multiple days, locations, and departments;
• Gather, compile, verify, and analyze information for the executive's use in memos, letters, reports, speeches, presentations, etc;
• Perform advanced administrative support specific to various functional areas with limited supervision.
  

Commitment to Equity:

• Support MassBay’s commitment to the Equity Agenda, collaborating with faculty, staff, and students on the College’s strategic initiatives to close 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.
  
  

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:

• Associate’s degree;
• Four (4) years of working experience in key responsibilities and duties;
• Demonstrated experience supporting an executive.

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;
• Bachelor's degree;
• At least one (1) year's working experience in a Human Resources department, preferably in a higher education organization;
• At least one (1) year's working experience demonstrating intermediate digital literacy, especially related to data organization, collaboration, and communications.

PreferredKnowledge, Skills, and Abilities:

• Skilled in excellent customer service and interpersonal relationships;
• Skilled in excellent oral and written communication;
• Skilled in attention to detail in composing, typing, and proofing materials, as well as in establishing priorities and meeting deadlines;
• Ability to work effectively in a collaborative environment;
• Ability to think critically to effectively solve and communicate problems in a fast-paced environment where the work demands are varied and unpredictable in scope and volume;
• Ability to use computer applications and enterprise systems, including proficiency with word processing, spreadsheet, and presentation software;
• Ability to maintain confidentiality and discretion and to handle sensitive situations;
• Ability to maintain a well-groomed appearance and professional demeanor and produce high-quality work.

Additional Information:

Salary Range: $50,000 - $60,000

As a Massachusetts State Employee, youare offered an outstanding suite of benefits that add 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 of saving more money for 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

Additional Information:

Salary Range: $50,000.00 - 60,000.00 Annual Salary

Position Type: Non Unit Professional

Application Deadline: May 14, 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.

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