Job Details

Administrative Assistant I - Nursing & Health Sciences

Position Number: 6090369
Location: Brockton, MA
Position Type: Secretary and Administrative Assistants

Administrative Assistant I - Nursing & Health Sciences

The Administrative Assistant I position reports to the Dean of Health Sciences and provides administrative support to the Associate Deans, staff and students within the Division of Health Sciences.

Responsibilities and Duties:

Assist in providing administrative support to faculty and staff within Division of Health Sciences
Proofread and review materials and maintain appropriate confidentiality and discretion of all records and correspondence
Receive and manage inquiries to the division by mail, email, phone, and in person
Greet faculty, staff, students, and other guests that visit the office suite and provide assistance accordingly
Assist and oversee execution of accreditation requirements for healthcare programs
Serve as the CORI/SORI Officer for the Division
Assign courses in the Banner system
Handle faculty evaluation (fulltime and DCE) in a confidential manner
Assemble and mail packets to newly admitted students
Assist with special projects, such as pinning ceremonies, open house, and tours as assigned
Assist with purchase orders, budget processes and direct payments
Work with faculty to collect forms and paperwork as required by union contract
Act as Administrative Assistant to the Division Dean and Associate Deans
Work with the Dean and Associate Deans to create semester schedule for all Division programs and input master schedule
Coordinate and schedule fit testing for healthcare students
Send student medical documents to clinical sites
Use Microsoft Office and database systems to input data on course instructor assignments and roles
Work with department chairs, clinical coordinators, and faculty using database/cloud system for immunization tracking/compliance; resolve issues for students uploading documents to online health portal
Provide general support (directing students, mail, supplies) for staff and for faculty outside Health Sciences.
Monitor and manage data having major FERPA, HIPAA, academic or financial impact or accountability for the Division
Select, train, supervise, evaluate and maintain work-study students as needed
Focuses on the Commonwealth's Equity Agenda by applying related best practices throughout all job functions.

Job Requirements:
Applicants must have at least (A) two 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, (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 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.

Preferred:

Associate's Degree in Liberal Arts, Business or Office Management
Working knowledge of Microsoft Office, especially Word, Outlook, and Excel
Critical knowledge of and usage of Banner, Interview Exchange and other college systems
Minimum of five years full-time or equivalent part-time office work
Experience working in higher education, preferably in a community college
Experience working in a healthcare setting
Attention to detail and the ability to multi-task are key
Confidentiality is essential
Ability to work constructively with diverse workforce and student population
Capable of working independently as well as part of a team
Strong planning, verbal and written communication skills

Additional Information:
Position Status: AFSCME union position, full-time, state-funded with benefits

Hours: 37.5 hours per week, occasional nights and weekends as needed

Salary: $2,028.38 bi-weekly, $52,737.88 annually, Grade 15, Step 1

Classification Specification is available at: https://www.mass.edu/forfacstaff/classificationspecs/home.asp

Worksite: Assignments will include all Massasoit sites and additional locations as necessary.

Deadline to Apply: April 2, 2025

To apply, visit http://massasoit.interviewexchange.com/jobofferdetails.jsp?JOBID=186524