Location: Wellesley Hills, MA Category: Full-Time Staff Posted On: Fri Oct 11 2019 Job Description:
The ideal candidate will join a vibrant and inclusive educational community, and have a desire and ability to work with a diverse population.
This position provides administrative support to the Procurement and Business Operations department in adherence with applicable policies and procedures. The Administrative Assistant II monitors assigned activities and ensures compliance; confers with College staff to exchange information, coordinate efforts and obtain information; maintain liaison with internal and external partners to resolve problems and coordinate activities; reviews and analyzes data; prepares reports; and performs related work as required.
Key Responsibilities and Duties:
Provide administrative support to the Director of Procurement & Business Operations in support of unit activities including purchasing, contracts, shipping and receiving, copy center and mail operations (this list is not meant to be exhaustive);
Responsible for maintaining paper and/or electronic vendor files following College, IRS and Supplier Diversity policies and procedures;
Place orders approved to be charged to the credit card and reconcile charges;
Assist with booking travel to conferences and clinical;
Prepare requisitions, and verify and enter receipts for the purchase of goods and services for the Purchasing and Business Operation department, and College wide needs as requested;
Provide technical assistance and advice to agency personnel, vendors, etc. in order to insure compliance with established procedures;
Assist with compliance, preparation and reporting for State, MHEC and E&I contracts;
Research, identify and analyze best practices to increase efficiency and reduce costs;
Prepare written documents outlining description of goods and services to be provided including product performance, costs, delivery date and related information in order to meet agency requests;
Prepare reports and other written documents;
Compose letters and review documents for completeness, content and compliance with regulatory and legal standards;
Provide training and orientation regarding department policies and procedures;
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.
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.
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 actually completed.
Qualifications Required at Hire:
Ability to adjust to changing situations to meet changing requirements;
Ability to work independently and exercise sound judgment;
Ability to understand, explain and apply the laws, rules, regulations, policies, procedures, specifications, standards and guidelines governing assigned unit activities;
Ability to follow written and oral instructions;
Ability to gather information through questioning individuals and by examining records and documents;
Ability to assemble items of information in accordance with established procedures;
Ability to prepare general reports and maintain accurate records;
Ability to prepare and use charts, graphs, and tables;
Ability to communicate effectively in written and oral expression;
Ability to deal tactfully with others;
Ability to establish rapport and maintain harmonious working relationships with persons from varied ethnic, cultural and/or economic backgrounds;
Ability to exercise sound judgment;
Ability to exercise discretion in handling confidential information;
Knowledge of state procedures governing the purchasing and requisitioning of supplies and equipment;
Knowledge of state accounting and budgetary procedures including terminology.
At least five years related experience, ideally in higher education;
Knowledge of the laws, rules, policies and procedures governing Federal and State Grants;
Experience using PeopleSoft Financials;
Excellent communications and interpersonal skills;
Proven ability to work as part of a team;
Experience using Microsoft Office Suite, including Word and Excel;
Bachelor's degree in a related field strongly preferred;
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.
Salary Range: AFSCME Unit I, Grade 17, Step 1: 49,610.34 annually Appointments from outside the bargaining unit begin at Step 1 of the range.
Hours: Monday through Friday, 9:00 a.m. to 5:00 p.m.
Source of Funding: State Appropriation
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: firstname.lastname@example.org or (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.
Hiring is contingent upon a successful CORI clearance.
MassBay Community College fosters educational excellence and student success, prepares students for local and global citizenship, anticipates and responds to the needs of surrounding communities, and contributes to evolving regional economic development.