Senior Staff Assistant

Position Title:            Senior Staff Assistant

Department:              Academic Affairs

Reports to:                 Assistant Provost

Location:                    Wellesley Hills

Date:                           February 2025

MassBay fosters educational excellence and academic success to prepare students for local and global citizenship, meet critical community workforce demands, and contribute to the region’s economic development.  

Massachusetts Bay Community College is a welcoming community and values collaboration from everyone. We strongly encourage individuals from all backgrounds to apply and join us.

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. This position is based on the Wellesley Hills campus.

Position Summary

The ideal candidate will join a vibrant and inclusive educational community and have a desire and ability to work with a wide-ranging population.  The Senior Staff Assistant provides administrative support for Academic Affairs, including the Provost, the Assistant Provost, the Dean for Teaching and Learning, the Director of Online Learning, the Director of the Institute for Trauma, Adversity, and Resilience in Higher Education, and other areas within Academic Affairs. The Senior Staff Assistant provides additional administrative support and office coverage to the Office of the President.

The responsibilities are clerical, administrative, and confidential. The Senior Staff Assistant will assist with daily office functions and operations, provide assistance and referrals to employees, students, and other visitors, and maintain filing and records systems. The Senior Staff Assistant will assist with special projects and programs as assigned. The individual will develop a high level of division-specific knowledge and will regularly interact with faculty, staff, students, external partners and visitors to the College.

Successful candidates possess the following character traits: customer focus, comfort around college executives, dealing with ambiguity, effective time-management and interpersonal skills, high work ethic, integrity, and trustworthiness. The ability to maintain confidentiality is critical in this position.

Key Responsibilities and Duties:

• Provide administrative support to the Provost, Assistant Provost, the Dean for Teaching and Learning, the Director of the Institute for Trauma, Adversity, and Resilience in Higher Education, and the Director of Online Learning, including calendar management and preparation of materials for meetings and travel;
• Provide administrative support for other staff, offices, and programs that report to the President, Provost, and Assistant Provost;
• Maintain positive working relationships with faculty, staff, and students across the College;
• Serve as a resource for students, faculty, and staff on academic and related matters;
• Address inquiries, concerns, and requests from internal and external constituencies in a helpful, professional, and timely manner;
• Assist with processing and documentation of curriculum changes;
• Assist with budget preparation and maintenance;

·       Assist staff with planning and coordination of events and conferences, including but not limited to the annual Evening of Excellence;

·       Collaborate with faculty, staff, and administrators on committees, special projects and activities as assigned;

• Exercise sound judgment especially when handling confidential and sensitive information;
• Maintain filing and records system of highly confidential documents;
• Responsible for tracking the departmental budgets, entering invoices into the financial database for approval, and running quarterly and annual reports. Monitor and review expenditures related to the departments’ budgets;

·       Coordinate meetings, including large, complex meetings that span multiple days, locations, departments, and individuals;

·       Support MassBay’s commitment to the College’s strategic initiatives to support all students;

·       Support MassBay’s commitment to embracing a community free of bias; 

·       Contribute to discussion and review of applicable College policies and practices to support all students; 

·       Engage with all offices at the College on issues related to student success;

·       Perform other tasks 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 College's mission.

All employees of MassBay are expected to work collegially and collaboratively within a community that values and celebrates diversity.