Administrative Assistant II

MassBay Community College•Wellesley Hills, MA

8d•Onsite

About The Position

Massachusetts Bay Community College is seeking an Administrative Assistant II for its Registration & Records department at the Wellesley Hills campus. The position provides administrative and technical support to the Registrar’s Office and supports enrollment services functions and transactions across Registration & Records, Admissions, and Student Accounts. The role reports to the Registrar or designee and supports students with varied needs and backgrounds in a collaborative college community. The position’s work includes graduation audits and related communications, student-record maintenance, course scheduling and room assignments, reporting, data entry, and budget administration. It also provides front-line customer service to students, prospective students, families, faculty, staff, and the public, and helps improve office procedures and workflows. Other duties may be assigned to meet the needs and mission of the College. The listed salary is $62,547.94 annually at AFSCME Unit I, Grade 17, Step 1. Appointments from outside the bargaining unit begin at Step 1. Hiring is subject to state appropriation funding; final candidates must provide sealed transcripts and/or certifications, and hiring is contingent on successful CORI clearance. Applications should include a letter of interest and resume. The deadline is October 30, 2026, or thereafter until filled.

Requirements

At least three years of full-time or equivalent part-time experience in office management, office administration, business administration, or business management, with major duties including one or more of purchasing, personnel management, budgeting, accounting, records management, work simplification, grants management, contract administration, or program management; or an equivalent combination of experience and permitted education substitutions.
An associate’s or higher degree in business administration, business management, or public administration may substitute for up to two years of required experience.
An associate’s or higher degree in a field other than business administration, business management, or public administration may substitute for up to one year of required experience. Education toward such a degree is prorated based on completed requirements; educational substitutions are limited to a maximum of two years of required experience.

Nice To Haves

Sensitivity and commitment to the goals of Affirmative Action.
Experience in a community college or similar environment.
Demonstrated commitment to working with students in need.
Ability to establish rapport and maintain harmonious working relationships with people 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 multitask.
Strong working knowledge of PeopleSoft.
Working knowledge of Windows and Microsoft Office, including Word, Excel, and Access.
Ability to take initiative and work independently when necessary.
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.

Responsibilities

Assist the Registrar in reviewing graduation petitions for compliance with graduation requirements.
Generate graduation-related reports and lists, and monitor them for accuracy and completeness.
Assist the Associate Registrar with graduation audits, including credential review, degree and certificate awards, and communicating students’ status or next steps; collaborate with departments to improve and implement graduation-audit processes and policies.
Enter and update student information and course schedules in PeopleSoft; produce reports and lists, analyze data for accuracy and logic, and help monitor information-system functions and processes.
Create and maintain academic course schedules and room assignments in PeopleSoft and R25Live.
Help streamline Registrar’s Office tasks, optimize efficiency, and identify, evaluate, and implement technology solutions.
Assist with departmental budget management using PeopleSoft Financials, including budget tracking, purchase orders and requisitions, vendor invoices, conference registration and travel fees, and budget-line reconciliation.
Perform Registration & Records, Admissions, and/or Student Accounts transactions, including enrollment, admissions application processing, prospect-data entry, data review, reporting, responding to inquiries, and assisting students.
Plan and coordinate the review and assembly of academic calendars.
Assist with reporting data to external offices and third parties.
Perform student-record data entry, including registration, add/drop, withdrawals, grades, transcripts, enrollment verifications, biographical and demographic updates, and course data.
Enter incoming transcripts for transfer credit and registrations received in person, by mail, fax, or email, maintaining data accuracy and integrity.
Assist with student-record verifications and troubleshoot National Student Clearinghouse enrollment-reporting errors to maintain NSLDS compliance.
Review daily audit reports of internal processes and resolve discrepancies, including post-enrollment requisite checking and waitlists, to maintain student-record integrity.
Liaise with local, state, and federal agencies and other organizations to exchange information, resolve problems, and coordinate activities.
Provide professional, high-quality front-line customer service to internal and external college constituents in person, by phone, and electronically.
Confer with IT personnel about changes to instructions or operating sequences, and report machine malfunctions.
Prepare inter-college correspondence between Registration and other offices with supervisor approval.
Monitor activities for effectiveness and efficiency, recommend procedural changes, and participate in developing procedures and continuous workflow improvements.
Perform other duties as assigned.

Benefits

Health insurance plan options for individual and family needs.
Affordable dental insurance and a vision discount program.
12 paid state and federal holidays.
Sick, vacation, and personal time.
Flexible Spending Plans.
Low-cost basic and optional life insurance.
Defined Benefit Pension Plan.
Deferred Compensation plans, including 457(b) or 403(b).
Tuition benefits for employees and dependents at state colleges and universities.
Free Employee Assistance Program (EAP).
Eligibility toward Public Service Loan Forgiveness (PSLF).
Free gym and parking on campus.