Administrative Assistant II / Management & Marketing Dept.

Westfield State University; Westfield (MA); On-site; USD 53,000 - 72,000; Full time

Benefits offered by this job

Health Insurance

Retirement Plan

Tuition Waivers

Paid Time Off

Job summary

Westfield State University seeks an Administrative Assistant II to support the Management and Marketing and Accounting/Finance departments on campus. The role involves assisting chairs, maintaining records, and coordinating schedules to ensure smooth department operations.

The position is full-time, in-person on campus, with a 9am–5pm schedule and 43 weeks timeframe. Salary and benefits align with state employee policies.

Qualifications

• Knowledge of office management principles and practices.
• Ability to communicate effectively, both orally and in writing.
• Ability to maintain accurate records with high attention to detail.

Responsibilities

• Assists department chairs and faculty with day-to-day operations.
• Maintains records, schedules, and budget-related documents.
• Prepares reports and distributes information to stakeholders.
• Coordinates office activities and supports campus programs.

Skills

Office management

Communication

Attention to detail

Time management

Tools

Banner System

Managed Reporting System

Excel

Microsoft Teams

Microsoft Word

Job description

In 1839, Westfield State University was founded on the ideals of Horace Mann who sought to improve society through education. We were the first public education institution without barrier to race, gender or economic class. The spirit of innovative thinking and social responsibility is forged in a curriculum of liberal arts and professional studies contributing to the development of knowledge, skills, and character essential for students to become responsible leaders and engaged citizens.

Westfield State is a highly residential campus with approximately 55% of our 3,100 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 Springfield, Northampton, and Amherst with a selection of museums, theater, collegiate and minor league sports, hiking trails, and restaurants. The University is within 1.5 hours of Boston and Albany and within 3 hours of New York City and the Green Mountain range of Vermont.

Thank You for Your Interest in Becoming a Westfield State Community Member

You are welcome here. You can advance your career and make a difference here. We invite you to bring your whole self and talents to Westfield State University. The University seeks applicants whose record of teaching, student advising, research, and administration positions them to contribute to the everyday practice of our institutional values.

Our Values

Westfield State commits to values that strengthen a common bond among all members of our community and promotes a rich campus environment.

• Embrace Diversity-We treat all members of our community with dignity and respect.
• Maintain Excellence and Integrity -We maintain excellence and integrity in all that we do.
• Collaborate with Each Other -We make decisions in a transparent and collaborative manner.
• Provide Accessible Education-We commit to providing an accessible, affordable public higher education for all.
• Build a Strong Community-We are inclusive and ensure equity, supporting the personal development of all community members, and embracing multiple perspectives.
• Engage the Outside Community-We support civic engagement in local, regional, and global initiatives.

Job Description:

Campus Title: Administrative Assistant II
State Job Title: Administrative Assistant II
Department: Management and Marketing
Job Code: H17X05
FLSA Status: Non-Exempt
Funding: 7115-0100
Bargaining Unit: AFSCME
Job Type: Full-Time Permanent
Timeframe: 43 Weeks
Shift: Monday-Friday, 9am to 5pm
Regular Days Off: Saturday and Sunday
Supervision Received:Receives general supervision from the chair of the Department of Management and Marketing with input from the Chair of the Department of Accounting and Finance; provides administrative support to both Chairs and departments. Also receives assignments from full-time and part-time faculty for both departments.
Supervision Exercised:May supervise student workers
Salary:$2,405.69 Bi-weekly

This is a fully in-person position at Westfield State University, with all duties performed on campus during the employee's regularly scheduled work hours to support direct engagement with students, colleagues, and the campus community, unless your position requires travel to perform said duties.
General Statement of Duties:
Assists the Department Chairs of Management/Marketing and Accounting/Finance in all aspects of the day-to-day operations of the office; provides administrative support for all faculty within the departments (full- and part-time, including graduate faculty); assists with departmental initiatives and programs; makes decisions to solve problems within specific guidelines; acts as a liaison between the Department Chairs, their faculty and other relevant constituents; supervises and coordinates the activities of work-study students within the departments. Additional related duties may be assigned.
Duties and Responsibilities:
Duties include but not limited to:
Essential:

• Performs miscellaneous general office duties, such as monitoring department inventory and anticipates ordering supplies as necessary; maintains student records; prepares department attendance and time sheet records; tracks class cancellations, including supporting the Chair in reassigning students from cancelled course sections; maintains records of syllabi, office hours, attendance, etc.; sorts and distributes mail; implements and maintains various department handbooks and materials (student handbook, internship manual); updates department server as needed; maintains an organizational system for department files and records; maintains alumni databases where applicable; and organizes and prepares materials for student course evaluations.
• Acts as a liaison for the Department Chairs with students, faculty, administrators and others. Provides information and support to students and visitors, prioritizes inquiries and takes necessary steps to solve problems.
• Coordinates appointments and overall schedules for Chairs; prioritizes and schedules meetings accordingly; assists in meeting arrangements; maintains agendas and minutes for department meetings; assists department committee chairs in their organizational tasks and record keeping.
• Provides clerical support for Chairs, full- and part-time faculty; supports faculty with printing of exams and troubleshooting minor technological issues; prepares correspondence, administrative forms/reports; maintains and updates advising materials and other materials common to an academic office; assists faculty with textbook orders, course materials, student conference participation, and field trips.
• Works with Department Chairs to collect, analyze, and maintain data to support decision making related to class schedules and determining classroom assignments.
• Compiles student audit material for completion by department chairperson(s), particularly related to graduation and prepares reports of incoming transfer student audit sheets.
• Assists the Chairs in assigning advisors to new and transfer day-students; runs, sorts, and checks advisor reports for advisee counts.
• Assists in preparing and maintaining various departmental budgets; makes purchases; verifies appropriate deliveries; pays invoices; uses Banner System to maintain all budget records and acquisitions; requests purchases and processes Authorization to Pay forms; receives and resolves discrepancies with vendors; maintains Excel spreadsheets to track purchases and expenditures from department ESTF, equipment, office supply vendor and other budgets managed by departments to meet University deadlines.
• Supports the faculty coordinator with services for guest lecturers, student clubs, student honor societies and other activities, with other campus departments such as Conference Services, Food Services, Facilities and Operations, Information Technology, Library, Media Services, University Travel, Bookstore, etc.; tracks student activities such as seminars, clubs, honor societies and other special functions including use of University vehicles.
• Assists new adjuncts and faculty members with acclimating to the campus environment; coordinates paperwork including the preparation of adjunct appointment forms; secures office technology (email, phone extension, keys, etc.); provides classroom information/resources; and communicates relevant policies.
• Assists in the preparation and distribution of flyers or other department content using appropriate technology and media; assists in the preparation of brochures, newsletters, bulletin boards, and social media materials, as appropriate.
• Uses Banner System, Managed Reporting System, Microsoft Excel, Microsoft Teams, and Microsoft Word to prepare a variety of reports including student audits, Dean's List recipients, incoming students and student standings; prepares reports identifying students who have met course prerequisites but have not yet enrolled in subsequent courses.
• Provides administrative and operational support to department programs, academic initiatives, and classroom/lab usage, as assigned. Provides general support for future accreditation needs.
• Coordinates and provides staff support for faculty searches, including maintaining spreadsheets to track applicants, online job postings, travel and reimbursement arrangements, meeting arrangements, etc.; assists department faculty search committees with organizational tasks and record keeping.
• Recruits, hires, supervises, assigns work, and records attendance for work-study students.
• Other responsibilities as assigned within the scope of responsibilities for an Administrative Assistant II.

Requirements:

Qualifications:

• Knowledge of the principles and practices of office management, including standard clerical practices and the use of general office equipment.
• Ability to follow written and oral instructions.
• Ability to communicate effectively, both orally and in writing.
• Ability to establish and maintain effective working relationships and to interact tactfully and professionally with others.
• Ability to maintain accurate records and complete work with a high level of accuracy and attention to detail.
• Ability to exercise sound judgment and discretion, including when handling confidential information.
• Ability to manage multiple tasks and priorities effectively.
• Ability to plan, monitor, and coordinate work processes and activities involving multiple constituents.

Additional Information:

Salaries for current Westfield State University employees and individuals currently working for the state of Massachusetts must be calculated individually in accordance with collective bargaining agreements as well as state policies. State job specifications may be found on the Department of Higher Education's webpage.

Employee Benefits:

Benefits are an important component of an employee's total compensation package.

• Health Insurance: Westfield State offers a variety of HMO, POS, and PPO-type health insurance plans for eligible employees. Coverage is effective on the 1st of the month following the date of hire. Exceptions to employees hired on the 1st of the month, coverage is effective immediately.
• Retirement: the MA State Employee Retirement System provides eligible employees with a retirement pension following a 10-year vesting period. In lieu of the retirement pension, eligible employees may select the Optional Retirement Plan with a maximum 5% employer matching contribution.
• Tuition Waivers & Discounts: eligible employees, including spouses and dependent children, receive reduced tuition at MA state colleges, community colleges, and universities.
• Paid Time Off: employees receive 12 paid holidays and generous vacation, personal, and sick leave benefits.

Westfield State University is committed to the full inclusion of individuals with disabilities and will ensure the availability of reasonable accommodations. If a reasonable accommodation is needed to participate in the job application or interview process, please contact Human Resources at [phone] or visit us in the Horace Mann Building, 1st floor.

Employment is contingent upon the successful completion and review of a background check. A criminal record will not automatically disqualify an applicant from consideration.