Category: Office Support        Department: HEALTH SCIENCES Locations: Westfield, MA Posted: Nov 29, 2021 Closes: Open Until Filled Type: Full-time Non-Exempt Position ID: 139908 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 I / Health Sciences 
State Job Title: Administrative Assistant I
Department: Health Sciences 
Job Code: H15X01
FLSA Status: Non-Exempt 
Funding:  7115-0100
Bargaining Unit: AFSCME
Job Type: Full time-permanent 
Timeframe: 43 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 Health Science Department Chair, and receives specific assignments from full-time and adjunct faculty within the Health Science Department.
Supervision Exercised: N/A
Salary:$1,707.31
General Statement of Duties:
The Administrative Assistant I assists the Health Science Department Chair and the faculty in all aspects of managing the office by providing administrative/clerical support services; performs secretarial duties for full-time and part-time faculty in the departments; act as a liaison between the chair, coordinator and other faculty; prepare reports; order supplies; posts provided documents on departmental social media platforms; maintains departmental budgets; and supervises and coordinates the activities of work-study assistants assigned to both departments.  May require additional duties associated with other university offices or departments
Duties and Responsibilities:
Duties include but not limited to:
Essential:

Purchasing/Accounts Payable/Budget Preparation 

• Create and maintain Excel spreadsheets to track all purchases and expenditures from the budget for the Health Science program; use Banner System to request purchases and process Authorizations to Pay for payment; exercise departmental on-line signature authority for purchases; verify goods/services received and resolve discrepancies with vendors; prepare contracts for services; assist department chair or program coordinator with budget preparation by researching costs for budget requests and preparing budget paperwork.

Report Preparation

• Use Banner Systems, Managed Reporting System, Microsoft Excel, Word, Power Point and Publisher to prepare a variety of reports, brochures and certificates, charts and graphs, including listings of alumni and current students, faculty personal day usage, honor society current and past inductees, course rotation by semester, Dean's List recipients by semester, incoming students, undeclared students, student standings, GPA'S and QPA'S.  

General Clerical/Administrative Support 

• Manage office of the Health Sciences; monitor daily activities, including maintenance of all student and departmental files, attendance records for faculty, staff, and work-study students; pick up and deliver mail and copy center requests; compose and produce a variety of correspondence and reports; maintain appropriate office supplies levels, assist faculty in using office equipment and computer hardware and software; exchange information with other departmental secretaries in order to improve work methods and techniques and to keep current on new technologies. 

Supervision

• Interview, hire, train, and process timesheets for work-study students; distribute assignments and monitor progress. 

Faculty Search Assistance 

• Coordinate on-line processes relating to filling faculty vacancies, including Position Approval/Advertising Form; Advertising Template, Pre Audit Form, Affirmative Action Summary; prepare and mail letters of acknowledgement, interview invitations and related materials, regret letters; create individual files for each candidate which include vitae, references, transcripts, references; make reservations for interviews, including arranging for flights, accommodations, car rentals. Prepare Appointment Form and hiring materials and obtain department and division head signatures. 

Special Projects 

• Plan and coordinate departmental and center events.  Reserve facilities and setup, arrange for catering, design and mail invitations, flyers, programs, and posters. 

Requirements:

Qualifications Required at Hire:

• Ability to follow written and oral instructions in the English language. 
• Ability to communicate effectively both orally and in writing. 
• Ability to establish and maintain harmonious working relationships with others; must have ability to deal tactfully with others. 
• Knowledge of standard clerical and office practices, skill in operating standard office equipment. 
• Ability to be attentive to detail, ability to perform work with high level of accuracy. 
• Ability to exercise sound judgment. 
• Ability to monitor work processes, including planning processes and coordinating activities of multiple constituents. 
• Ability to manage multiple tasks at one time. 
• Ability to exercise discretion in handling confidential information. 
• A strong commitment to creating a student centered and student positive environment. 

Qualifications Acquired on Job:

•    Knowledge of SCT Banner Software. 

Minimum Entrance Requirements:

• Must have at least two 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 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 December 8, 2021. 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.