Administrative Assistant II - Facilities

Department: Facilities - Wellesley

Location: Annex

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

Massachusetts Bay Community College values diversity, inclusion, and collaboration. We strongly encourage members of underrepresented communities to apply to join our community.

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.

Position Summary:

The ideal candidate will join a vibrant and inclusive educational community,and have a desire and ability to work with a diverse population.

Key Responsibilities and Duties:

Budgeting,Procurement & Vendor Management

• Assist in developing operating and capital budgets, tracking expenditures, and monitoring project spending;
  
• Research the purchase of new/replacement equipment and assess contract services and supply values;
  
• Prepare requisitions for goods and services and process invoices and expense reports;
  
• Assist in preparing bid/quote documents and reviewing vendor bids for external services, including trash removal, custodial supplies, and maintenance;
  

Records& Reporting

• Maintain department records, including vehicle repair and maintenance logs, driver logs, and energy management reports;
  
• Prepare reports on budget status, project expenditures, time and attendance, energy tracking, space utilization, and work order/preventative maintenance status;
  

FacilitiesOperations & Maintenance

• Track and manage college-wide work orders, preventive maintenance, and emergency requests using the Computerized Maintenance Management System (CMMS);
  
• Schedule and coordinate preventive maintenance visits with vendors;
  
• Assist in developing policies and procedures related to facilities management;
  
• Receive and respond to inquiries regarding facilities-related matters such as transportation, heating/cooling, snow removal, and lighting;
  

Transportation& Event Coordination

• Manage transportation services, including analyzing ridership levels, reporting misuse, processing invoices, tracking budgets, producing ridership reports, and attending meetings;
• Serve as the Facilities department liaison with the Events department, providing information and creating event setup work orders;
  

CustomerService & Administrative Support

• Provide excellent customer service to faculty, staff, and external agencies;
  
• Attend meetings, forums, and conferences related to facilities and maintenance;
  
• Perform other related 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 musthave at least (A) three years of full-time, or equivalent part-time, experiencein office management, office administration, business administration orbusiness management, the major duties of which included one or more of thefollowing functions: purchasing, personnel management, budgeting, accounting,records management, work simplification, grants management, contractadministration or program management, or (B) any equivalent combination of therequired 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 a maximumof two years of the required experience.*

II. An Associate’s or higher degree with a major other than in businessadministration, business management or public administration may be substitutedfor a maximum of one year of the required experience.*

*Education toward such a degree will be prorated on the basis of the proportionof the requirements actually completed.

NOTE: Educational substitutions will only be permitted for a maximum oftwo years of the required experience.

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;
  
• Associate’s degree or higher in a related field
  
• Proven experience as an administrative assistant or similar role;
  
• Experience in Facilities Management, especially in a higher education environment;
  
• Knowledge and experience with PeopleSoft Financials;
  
• Proficient in MS Office Software including Word and Excel;
  
• Experience using computerized work order systems. FMX software a plus;
  
• Excellent organizational skills;
  
• Excellent communication, customer service and data analysis skills;
  
• Ability to work independently;
  
• Experience working with people of diverse backgrounds;
  
• Basic knowledge of the trades utilized in building maintenance, i.e., HVAC, mechanical, electrical and carpentry;
  
• Proven ability to take initiative and apply practical knowledge to interpret and resolve issues;
  
• Demonstrable ability to comprehend, inform, and communicate in a clear and concise manner
  
• Demonstrable experience in handling and prioritizing tasks.
  

Additional Information:

Salary Range: AFSCME Unit I, Grade 17 Step 1 $57,223.66 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
  
• 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: AFSCME-Unit I

Application Deadline: March 17, 2025, or thereafter until filled.

To Apply: Please include a letter of interest and resume with your online application.

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 Bay Community College isan affirmative action/equal opportunity employer and does not discriminate onthe 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 (Lisa MacDonald, lmacdonald@massbay.edu (781) 239-3147), the Massachusetts Commission Against Discrimination, the EqualEmployment Opportunities Commission or the United States Department ofEducation’s Office for Civil Rights.