Category: Office Support        Department: CENTER FOR STUDENT SUCCESS AND ENGAGEMENT Locations: Westfield, MA Posted: Jan 14, 2022 Closes: Open Until Filled Type: Full-time Non-Exempt Position ID: 141616 Share

About Westfield State University:

In 1839, Horace Mann founded Westfield State University as the first public higher education institution without barrier to race, gender or economic class. Westfield State University is committed to a policy of non-discrimination, equal opportunity, diversity and affirmative action. We are dedicated to providing educational, working and living environments that value the diverse backgrounds of all people including minorities, women, veterans, individuals with disabilities and other protected persons, or individuals with diverse cultural backgrounds.

Westfield State is the most residential of the state universities in Massachusetts, with over 60% of our 5600 full-time undergraduate students living on campus. The campus is ideally situated on the edge of the Berkshire Mountains in western Massachusetts just 30 minutes from the thriving cultural centers of Northampton and Amherst, and 1.5 hours from both Boston and Albany.

Job Description:

Campus Title: Administrative Assistant II
State Job Title :Administrative Assistant II
Department: Center for Student Success and Engagement 
Job Code: H17X05
FLSA Status: Non-Exempt 
Funding:  7107-0029
Bargaining Unit: AFSCME 
Job Type: Full-time Permanent 
Timeframe: 52 Weeks 
Shift: Monday- Friday 9:00 a.m. - 5:00 p.m.  
Regular Days Off: Saturday and Sunday 

Supervision Received: Receives general supervision from the Executive Director of the Center for Student Success and Engagement.

Supervision Exercised: May supervise student workers, including graduate assistants.

Salary: $1,908.09 Bi-Weekly 

Internal WSU Applicants Only 

General Statement of Duties:
Provides administrative and clerical support to the Executive Director of the Center for Student Success and Engagement and directors within the Center, including the Office of Advising and Transfer Transition, Banacos Academic Center, Career Center, Center for Undergraduate Research and Creative Activity (CURCA), Honors Program, Office of Pre-College Programs, Office of Retention and Engagement, Reading and Writing Center, TRIO Student Support Services, Urban Education Program, Veteran and Military Services and Westfield Promise Program.

Duties and Responsibilities:
Duties include but not limited to:
Essential:

• Serve as the primary administrative support for the Executive Director of Student Success and Engagement, and also provide support to the directors within the Center.
• Coordinate daily functioning and workflow of the Center for Student Success and Engagement reception and student areas.
• Serve as a resource person for the Executive Director, in its varied support dimensions, including composing and preparing routine correspondence, documents and reports. Identify items requiring immediate attention, take note of response dates, place information in calendar, and provide appropriate follow-up as necessary.
• Develop processes and procedures that will ensure a consistently organized, efficient, and professional office environment.
• Oversee daily office routine, including responding to email inquiries, coordinating campus mail, managing supplies, and facilities requests.
• Maintain office records, including creating new files, filing documents in a timely manner, updating records.
• Serve as the first point of contact for internal and external constituencies, including greeting students and guests.  
• Provide guidance, reviews and tracks financial and budget matters for the Executive Director and offices within the Center for Student Success and Engagement.
• Reviews all budget data for each program area and makes recommendations to appropriate Director and Executive Director for encumbering and spending funds. 
• Responsible for review and payment of all departmental invoices, contract for services, travel request and reimbursements.  Resolves any payment and billing discrepancies.
• Ensures that program areas within the department comply with all university accounting, purchasing and travel policies. 
• Responsible for setting up all contracts and payroll information for the Urban Education Summer Bridge Program, and Reading and Writing Center.
• Computes and processes weekly Disability Services and Tutoring Center timesheets and contracts for over 175 employees including tutors, interpreters, signers, note takers, Learning Center Assistants, and Tutoring Center Assistants.
• Coordinate meetings as requested, and ensure meeting materials are prepared and present.
• Maintain a master calendar of Center for Student Success and Engagement events.
• Work collaboratively with the Administrative Assistant team across Academic Affairs and other university departments and programs on projects and events as necessary.
• Assist in the planning, coordination, promotion and logistics of Center events, including room reservations, setup, catering, guest attendance, parking, etc.
• Performs clerical and administrative responsibilities in completing special projects and prepare data for reports as requested.
• Ensure technology, equipment, and office needs are met.
• Effectively train and supervise student workers, including graduate assistants, to ensure accurate dissemination of information and consistent quality of customer care.
• Perform other duties and responsibilities appropriate to the role as needed and assigned.

Requirements:

Qualifications Required at Hire: 

• Knowledge of the principles and practices of office management.
• Ability to track and coordinate a large budget.  
• Ability to maintain accurate records.
• Ability to prepare general reports.
• Ability to communicate effectively in oral expression.
• Ability to analyze and determine the applicability of data, to draw conclusions and to make appropriate recommendations.
• Ability to be attentive to detail, perform work with high level of accuracy, and take initiative.
• Ability to write concisely, to express thoughts clearly and to develop ideas in logical sequence.
• Ability to give written and oral instructions in a precise, understandable manner.
• Ability to deal tactfully with others.
• Ability to establish rapport and maintain harmonious working relationships with persons from varied ethnic, cultural and/or economic backgrounds.
• Ability to exercise sound judgment and discretion in handling confidential information.
• Ability to follow written and oral instructions.
• Internal WSU Applicant

Minimum Entrance Requirements 

Three 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, or any equivalent combination of the required experience and the substitutions listed in the state specifications.

Additional Information:

Salary:
For the majority of new employees, the minimum starting salary will apply. Specific salary for current Westfield State University employees and individuals currently working for the state of Massachusetts must be calculated individually in accordance with collective bargaining and state policies and procedures.

State job specifications for this position may be found at the department of higher education website: http://www.mass.edu/foremployees/classificationspecs/classspecs-pers.asp

Disability Accommodations:
Westfield State University understands that persons with disabilities may need assistance with the job application process and/or with the interview process. For confidential assistance regarding disability accommodations, please contact the Office of Human Resources at (413) 572-8106.

Background Check:
Employment at Westfield State University is contingent upon a background check that is satisfactory to the University. Failure to provide written authorization for a background check will nullify the offer of employment.

Application Instructions:

An online application is required. A resume and cover letter may be attached but this is not required.

Deadline: Review of applications will begin Jan 24, 2022. The job posting will be open a minimum of ten days and, if needed, will remain open until finalist have been selected.

NOTE: If you need assistance completing your application please contact our online Help Desk. The link to the help desk can be found at the top of the page via Contact Us.
Westfield State University provides equal access to employment opportunities for all applicants, regardless of race, color, creed, religion, national origin, gender, sexual orientation, gender identity, gender expression, genetic information, marital status, age, disability or veteran status in compliance with all applicable laws, regulations and policies.