Westfield State University Job Posting: Assistant to the Registrar

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Assistant to the Registrar
 
 
Category: Office Support
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Department: REGISTRAR'S OFFICE
Locations: Westfield, MA
Posted: Feb 21, 2023
Closes: Mar 30, 2023 - 12:32 PM EDT
Type: Full-time
Position ID: 159331
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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: Assistant to the Registrar
State Job Title: Administrative Assistant II
Department: Registrar's Office 
Job Code: H17X05
FLSA Status: Non-exempt
Funding: 7115-0100
Bargaining Unit: AFSCME
Job Type: Full-Time, Permanent 
Timeframe: 52 weeks
Shift: Monday-Friday, 9:00a.m.-5:00p.m.
Regular Days Off: Saturday and Sunday
Supervision Received: Receives direct supervision from the Registrar.
Supervision Exercised: Part-time employees and work-study students, as assigned. Supervises supply ordering and inventory work.
Salary: $2,034.87 Biweekly

General Statement of Duties: The Assistant to the Registrar provides administrative support and maintains the calendar of the University Registrar. Serves as a resource person by providing assistance to staff, faculty, and students for all nonstandard concerns; assists with semester course cancellations and the "Course by Arrangement" process; hires and supervises work-study students; produces weekly front desk/phone coverage schedule; proficient in updating catalog changes using Acalog software; responsible to coordinate office peripheral concerns such as the purchasing, maintenance and contracts for all office equipment and phone lines, uses Banner Self-Service as needed; assist Registrar with Office budget maintenance; in rotation with other office members covers front desk and main phone lines; participates in Registrar Office events and functions such as commencements, registrations, open houses, orientations or other events as needed. Assists with special projects as assigned.

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

  • Manages the calendar of the university Registrar, ensuring responsive and timely scheduling and communication with on-campus and off-campus collaborators. Strategically evaluates competing requests and priorities and ensures the calendar is up to date.
  • Serves as a recording secretary for meetings, as requested. Distributes communication, call for items, agenda, and minutes for each meeting.
  • Processes registrations and makes travel arrangements for conferences and invited presentations, ensuring both the Associate Dean(s) and host organization are informed of each other's requests. Compiles travel documents, background information, and logistical details, and allocates related expenses.
  • Serves as a first resource for all incoming nonstandard questions and concerns made to the Registrar's Office from staff, faculty, students, and outside agencies. Works effectively and cooperatively to respond in a timely manner.
  • Drafts, edits, correspondence, minutes, reports, and other materials as needed in collaboration with the Office of the Provost.
  • Communicates regularly via email correspondence, phone, or in-person with department chairs, program directors, other school, and University departments and offices including but not limited to Human Resources, Provost's Office, Admissions, Facilities, Institutional Research Office, and the President's Office.
  • Produces a fairly balanced weekly/monthly front desk and phone coverage schedule managing required office flexibility within cyclical workloads.
  • Hires work student students; assign and supervise their work.
  • Maintain a budget tracking spreadsheet; make recommendations regarding spending; assist with the preparation for the annual budget cycle and other budget related assistance as requested.
  • Responsible to order all standard Office supplies, Office supply usage, and ensures economical ordering in keeping with Office budget.
  • Coordinate the Registrar's Office financial concerns to include, but not limited to: responsible to oversee the purchasing of, and maintenance of contracts for all office equipment, establish new phone lines; work orders for office equipment repair; collaborate with vendors and to prepare contracts for services when required; submit requisitions and purchase orders for the department using Banner Self-Service; submit Authorization to Pay forms for approval; and other related functions as needed.
  • Proficient in assigned academic department/s alterations in Acalog, maintaining department/s requests in up-to-date manner to ensure current requirements are reflected in published catalog; proficiency in Curriculog, ensuring up-to-date alternations to keep governance current.
  • Follows state Retention rules to oversee the storage and purge of Registrar Office files and documents.
  • Ability to use current software, learn new software, and be flexible within the application of multiple software systems and data reporting systems such as, but not limited to, Banner, DegreeWorks, Managed Reports, Acalog, AppWorx, Westfield 360, and scheduled internal reports to make assigned data alterations and to make recommendations to Registrar regarding procedures, activities, improvements and trends.
  • Ability to multitask in a fast-paced environment and works independently on special projects as assigned, and performs other duties as assigned.
  • Able to uphold WSU, Federal and Department of Education policies and procedures, integrity and ethical standards. Aware of and follow, all University policies and procedures.
  • Familiarity with standard recordkeeping procedures, including American Association of Collegiate Registrars and Admissions Officers' (AACRAO) and the provisions of FERPA and other legal issues relating to official academic records.
  • Exercises sound judgment and offers creative solutions to problems; handles confidential information with sensitivity, diplomacy, discretion, and integrity.
  • Able to work with confidential material and sensitive matters with integrity, diplomacy, and discretion.
  • Provides support in all office functions, including, but not limited to: coverage of front desk on rotation, mail processing, responding to requests for official transcripts, commencement ceremonies, new and transfer orientations, pre-registration and returning registration, add/drop, and all other campus events as requested. 


Requirements:

Required Qualifications: 

  • Knowledge of the principles and practices of office management. 
  • Ability to track and coordinate budgets
  • Ability to maintain accurate records.
  • Ability to prepare general reports.
  • Ability to work independently and prioritize.
  • Ability to multitask.
  • Ability to communicate effectively both in written and oral expression.
  • Ability to analyze and determine the applicability of data, draw conclusions, and take appropriate recommendations.
  • Ability to be attentive to detail and perform work with high level of accuracy.
  • Ability to write concisely, to express thoughts clearly, and to develop ideas in logical sequence.
  • Ability to deal thoughtfully with others.
  • Ability to establish rapport and maintain harmonious working relationships with persons from varied ethnic, cultural, and/or economic backgrounds.
  • Ability to exercise discretion in handling confidential information.
  • Ability to follow written and oral instructions.

Minimum Entrance Requirements:

Minimum of five years of experience in office management, office administration, business administration/business management; an associate's degree may be substituted for this requirement.

Preferred Qualifications: 

  • Proficiency with personal computers and office software; including, Microsoft Word, Excel, Access, PowerPoint and Outlook.
  • Ability to use Banner and Degreeworks for University operations.


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 February 21, 2023. 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.

Covid-19 Requirements:

As a condition of employment, you will be required to complete an initial series of COVID vaccination (2 doses of Pfizer/Moderna or 1 dose of J&J) prior to coming to campus. Initial booster doses are strongly encouraged for everyone who is eligible. New employees will be required to provide proof of vaccination to Human Resources prior to onboarding. Employees who require a medical or religious exemption should email Tina Bones, Benefits Manager in Human Resources, at lbones@westfield.ma.edu.

 
 


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