Administrative Assistant I, Registration | Massbay Community College - Military Veterans

All openpositions are Hybrid & On-site, and employees are expected to be on-site as per their approved schedule. All open positions are Hybrid & On-site, and employees are expected tobe on-site as per their approved schedule. The ideal candidate will join avibrant and inclusive educational community, and have a desire and ability towork with a diverse population. Reporting to the Registrar or designee, the Administrative Assistant Iposition is primarily responsible for providing key administrative andtechnical support to the Registrar's Office in connection with assigned activitiessuch as office services, records control, data input and running key processeswithin the Student Information System. This position will support all enrollment services functions andtransactions including Registration & Records, Admissions, and Studentaccounts. Assisting the Registrar'sOffice with classroom assignments, scheduling of classes, student recordupdates, National Student Clearing House reporting and graduation auditingreview 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; 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; 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. 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: Applicants must have atleast (A) two years of full-time, or equivalent part-time, experience in officemanagement, office administration, business administration or businessmanagement, the major duties of which included one or more of the followingfunctions: purchasing, personnel management, budgeting, accounting, recordsmanagement, work simplification, grants management, contract administration orprogram management, (B) any equivalent combination of the required experienceand the substitutions below. Substitutions: I. An Associate's or higherdegree with a major in business administration, business management or publicadministration may be substituted for 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 maximumof one year of the required experience.* *Education toward such adegree will be prorated on the basis of the proportion of the requirementsactually 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; 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; Fluent in Portuguese. Additional Information: Salary Range: AFSCME Unit I, Grade 15 Step 1 $47,338.98 annually. 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 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: Please find the link to the Commonwealth ofMassachusetts Human Resources Division Classification Specification for the position, https://www.mass.edu/forfacstaff/classificationspecs/home.asp. Application Deadline: September 21, 2024, or thereafter until filled. To Apply: Please include a letter of interest and resume with your online application. Telework: MassBay is pleased to offer its staff theoption of telework. Employees upon being hired into a position will have theoption to apply for a telework schedule. Telework is not guaranteed and allstaff must have the ability to report to campus as needed. 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 BayCommunity College is an affirmative action/equal opportunity employer and doesnot discriminate on the 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, the MassachusettsCommission Against Discrimination, the Equal Employment OpportunitiesCommission or the United States Department of Education's Office for CivilRights.