Overview
Office Manager/Executive Assistant Jobs in Boston, MA at Massachusetts Bay Transportation Authority
Administrative Support II – Agriculture
Fox Valley Technical College
Job Category
Regular Support Staff
FVTC Worksite
Service Motor Company Agriculture Center
Hours Per Week
40
Job Description Summary
This position performs administrative support and other supportive functions for the Agriculture, Horticulture, Veterinary Technician, and Outdoor Power Equipment departments.
Job Description
Essential Functions and Responsibilities
The following duties are primarily performed and are essential for this position. Employees are expected to be able to perform each of these job duties satisfactorily to be qualified for the position. Other duties may be required and assigned.
Provide information related to Agriculture/Horticulture/Vet Tech/Outdoor Power Equipment programming, including day and evening classes, and assist in the registration of these classes.
Handle phone calls, assist students and visitors, coordinate meeting schedules, and correspondence for the department.
Assist with scheduling appointments and meetings, and outlook calendar management for the Associate Dean.
Compose, edit, file, and compile reports and other documents. Maintain the department course files and student files; maintain, and monitor office procedures.
Prepare notices, agenda, and meeting minutes for program advisory committees.
Manage IACUC membership, documents, reporting, and meeting schedules. Prepare notices, agenda, and meeting minutes for IACUC meetings.
Retain and update all AVMA accreditation documents in conjunction with the Veterinary Technician Program Director.
Review all incoming mail and correspondence directed to department members and process outgoing mail for the department. Respond to course inquiries, process registration materials and fees, and monitor class section enrollments and cancellations.
Invoice and bill for all BIS contracts in the Agriculture Department
Assist with agriculture apprenticeship documentation
Process travel vouchers and purchase requisitions for the department. Assist in monitoring department budgets and the ordering and maintenance of office supplies.
Manage registration, attendance, and coverage for all trade shows.
Assist in coordinating and planning job fairs and high school visits.
Assist in coordinating major department events (e.g., Tractor Safety Certification, Annual Farm Business Production Management Farm Tour, Annual High School FFA Career Development event, agriculture program marketing events, and open houses).
Schedule and plan all aspects of Tractor Safety including rooms, equipment, state certification, locations, etc.
Schedule class observations and evaluations of faculty for a 3-year probationary basis and on a 3-year basis thereafter, a 5-year basis for adjunct faculty and of support staff on an annual basis.
Assist in coordinating meetings, prepare materials to be presented, take minutes, type, and distribute agendas, minutes/materials.
Arrange for conference rooms, classrooms, facilities, audio/visual materials, supplies, and refreshments for meetings, workshops, and seminars.
Prepare purchase requisitions and reimbursement requests, and process orders using the computerized requisition system.
Establish and maintain accurate room schedules in the database and room postings.
Supervise and schedule agriculture department student interns.
Non-Essential Functions and Responsibilities
Serve as a back-up to the department Technical Operations Specialist.
Coordinate class scheduling with department chairs and instructors. Prepare credit and noncredit class information; enters class section and verify information accuracy for the Agriculture/Horticulture/Outdoor Power Equipment/Veterinary Technician programs.
Prepare and distribute class section information to program counseling staff, division staff, other appropriate staff and students. Prepare instructor schedules and verify accuracy of instructor workload.
Prepare and distribute associate degree, technical diploma, and certificate student registration materials and schedules to program counselors and division staff within designated timelines. Review and edit division class information published in the Continuing Education Course Guide.
Enter contract instructional hours and additional pay hours on class sections. Generate Adjunct Faculty Teaching Assignments (AFTA) for non-contract instructional hours and adjunct faculty.
Create and monitor reports (e.g., Missing Grades, Class/Course Errors, Unknown Instructors, Zero Enrollments, etc.).
Prepare and submit textbook requisitions to the Campus store in accordance with timelines. Monitor ongoing changes and update textbook information in database. Serve as liaison with Campus Store, instructors and textbook publishers. Order desk copies of textbooks for department instructors.
Minimum Qualifications
Education and/or Experience Requirements:
Associate Degree in Administrative Assistant or related area
Two years of experience of recent, related work experience
Experience working the agriculture or knowledge of the agriculture field a plus.
Licenses, Certifications, and Other Requirements:
Intermediate skill in MS Word and Excel.
Excellent oral and written communications skills, as well as good listening skills.
Excellent organizational skills and ability to work under pressure.
Flexibility in work schedule is required.
In evaluating candidates for this position, Fox Valley Technical College may consider a combination of education, training, and experience which provides the necessary knowledge, skills, and abilities to perform the duties of this position.
Work Environment
Work will be completed mainly in person, with occasional hybrid or remote work.
Work may require occasional evening and weekend responsibilities.
May require driving.
Work environment may change based upon college needs.
Physical Requirements
Sitting: This role requires extended periods of sitting while performing tasks and utilizing computer systems.
Mobility: While much of the work is desk-based, occasional mobility may be necessary for attending meetings, office tours, or events within the workplace.
Lifting and Carrying: The role requires occasional/continuous lifting and carrying of light to moderate items.
Repetitive Motions: Capacity to perform repetitive motions, such as typing, without discomfort or injury.
Communication: Clear verbal and written communication skills are essential for interacting with employees, candidates, and stakeholders, both in-person and through electronic means.
Travel: Position may require off-site meetings, fieldwork, or travel for professional development.
Driving: Valid driver’s license and ability to operate a vehicle.
Nothing in this job description limits management’s right to assign or reassign duties and responsibilities to this job at any time. The duties listed above are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to the position. The job description does not constitute an employment agreement or affect the at-will nature of the employment arrangement between the employee and company and is subject to change by the employer as the needs of the employer and requirements of the job change.
Additional Information
Pay Rate: $21.88 per hour.
Pay is based on a multitude of factors, including experience, qualifications, education, relevant certifications, internal equity, and market data. Note: Internal applicants’ wage will be based upon the applicable compensation guidelines.
At Fox Valley Technical College, we recognize employees as key contributors to our mission and are committed to fostering a culture of fairness, transparency, and excellence. Our total rewards philosophy ensures equitable compensation and benefits, supporting a highly engaged workforce. Our comprehensive benefits package includes medical, dental, and vision insurance, along with retirement contributions to the Wisconsin Retirement System and 403(b)/457 plan options. Employees enjoy paid vacation, sick leave, holidays, bereavement leave, and recess periods. We offer life and disability insurance, with options for additional coverage. Work-life balance is supported through flexible schedules or remote work options (for some positions) and wellbeing programs. Professional development opportunities include training, certifications, and tuition reimbursement. Additional perks at the Appleton Main Campus include an onsite health and wellbeing clinic, dental clinic, fitness center, Parent/Child Center (onsite child care), library, cafe, printing services, Trilogy Salon & Spa, and more.
Fox Valley Technical College is an Equal Opportunity/Affirmative Action institution, providing equal opportunity to all persons, including members of underrepresented racial and ethnic backgrounds, females, veterans and individuals of all abilities.
For questions regarding the College’s nondiscrimination policy, contact: Rayon Brown – [email protected] (Affirmative Action), [email protected] (sex-based discrimination or harassment), or Dan Squires – [email protected] (Disability related discrimination).
To apply, please visit: https://fvtc.wd1.myworkdayjobs.com/en-US/FVTC/job/Appleton-WI/Administrative-Support-II-Agriculture_JR2025-1289
Fox Valley Technical College celebrates diversity, supports equity and inclusiveness, and encourages individual expression in our workplace.
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Title: Office Manager/Executive Assistant
Company: Massachusetts Bay Transportation Authority
Location: Boston, MA
