Admissions Special Programs Coordinator

Admissions Special Programs Coordinator Department: Enrollment Management Location: Wellesley Hills MassBay fosters educational excellence and academic success to prepare students for local and global citizenship, to promote their personal growth, to meet critical workforce demands of communities, and to contribute to the region's economic development. Massachusetts Bay Community College is served by a cadre of employees of varied backgrounds and experiences. We invite all individuals to consider joining 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 educational community and have a desire and ability to serve a population of students with various needs and backgrounds. The Admissions Special Programs Coordinator serves as the primary engagement, project-based, and front-of-house operational coordinator for the Office of Admissions, ensuring smooth daily operations and a welcoming, engaging, and efficient experience for MassBay students, prospective students, and visitors. This position coordinates office logistics, budget coordination, student employee supervision, and front-line communications while also providing general admissions counseling to visitors and operational support to the department during peak processing and event periods. This position requires full-time, on-site attendance. Key Responsibilities and Duties: Admissions Resources & Front-Line Service Provide and distribute information to current and prospective students and families via in-person, phone, and email interactions. Utilize multiple platforms on a daily basis, including, but not limited to Microsoft360, PeopleSoft, Slate, Docuware, AMSA Safe. Serve as a primary point of contact for student and visitor inquiries, ensuring accurate and consistent information. Answer and triage incoming phone calls and email inquiries, distributing communications to appropriate admissions staff members. Learn, implement, and support the use of technology platforms utilized by the Office of Admissions, including assisting with onboarding and training of staff and peer professionals on new tools and processes. Ensure the physical space of the office is welcoming, organized, and functional. Student Employee Supervision Recruit, train, schedule, supervise, and support student employees. Plan and implement training activities. Assign, organize, and monitor student employee duties to ensure timely and accurate completion of tasks. Provide ongoing coaching, performance feedback, and support to student staff. Conduct regular staff meetings with student employees. Events & Outreach Support Assist with planning, organizing, and executing admissions events, including campus visits, open houses, and recruitment programs. Coordinate front-of-house logistics for events, including staffing, materials, and visitor flow. Attend college-related events and represent the college and the Office of Admissions at internal and external events as needed. Collaborate with the Director of Admissions Recruitment to plan and execute on campus and virtual on campus events and tours. Office Operations & Budget Management Assist with the admissions office operating budget, including tracking expenditures, reconciling accounts, and coordinating purchasing and payments. Coordinate daily work activities related to office operations to ensure efficient workflow and consistent coverage. Develop and manage the physical office schedule, including staff and student employee coverage for front-of-house services. Ensure departmental spending is on track for part-time, seasonal, and student employees. Document Processing & Peak Period Support Assist with admissions document processing during peak application and enrollment periods. Support data entry, file management, and application processing as needed to maintain service standards and deadlines. Distribute documentation and retain and process records as appropriate. Communication & Collaboration Serve as a liaison between admissions staff, student employees, and campus partners to ensure smooth information flow. Distribute communications and inquiries to appropriate staff members and follow up as needed to ensure timely responses. Facilitate internal and external communications for the Office of Admissions, including updates to webpages, brochures, promotion of services and events, and dissemination of information to faculty, staff, and students. Participate in meetings and professional development activities and maintain a working knowledge of assigned areas. Other 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 the variety of student experience. Minimum Qualifications: Bachelor's degree in Education, Counseling, Psychology, Business Administration, Mathematics, Computer Science, or other field related to area of assignment; with three (3) years' experience and/or training involving area of assignment, which may include college registration, academic advisement, career development, career experience, training, curriculum development, audio/visual or graphic production, grant administration, budget development, program/project management, event planning, administrative work in an academic environment, or personal computer operations; or an equivalent combination of education, training, and experience. Preferred Qualifications: Sensitivity and commitment to the goals of Affirmative Action. Experience working in a community college or similar environment. Demonstrated commitment to working with students in need. Experience in higher education admissions or student services. Experience supervising student employees or staff. Budget management or financial tracking experience. Event planning or coordination experience. Experience working in a varied environment. Experience with PeopleSoft, or experience with similar student information systems. Fluency in Spanish or Portuguese. Strong organizational and time-management skills with the ability to manage multiple priorities. Excellent interpersonal, written, and verbal communication skills. Proficiency with office productivity tools and student information systems. Demonstrated dependability. Additional Information: Salary Range: $65,370 - $73,100 in accordance with one's education and experience as dictated by the collective bargaining agreement classification compensation structure. As a Massachusetts State Employee, you are 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: Position Type: MCCC Unit Professional MCCC Union Title, and Grade: Special Programs Coordinator, Grade 4 Source of Funding: State Appropriation Deadline: April 18th, 2026 or after that until filled. To Apply: Please include a letter of interest and resume with your online application. Final candidates are required to provide sealed transcripts and official certifications. Hiring is contingent upon a successful CORI clearance. 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 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 Affinity Action and/or Title IX Coordinator, the Massachusetts Commission Against Discrimination, the Equal Employment Opportunities Commission or the United States Department of Education's Office for Civil Rights. #J-18808-Ljbffr