Assistant to the Dean, DGCE

Westfield State University; Westfield (MA); On-site; USD 60,000 - 66,000; Full time

Job summary

Westfield State University is seeking an Assistant to the Dean for the Division of Graduate and Continuing Education. The role provides high-level administrative and operational support to the Dean, coordinating complex processes across the division and university offices.

You will manage faculty appointment life cycles, prepare contracts and compensation documents, and ensure compliance with policies and the MSCA-DGCE bargaining agreement.

Qualifications

• Associate's degree plus three years of progressively responsible administrative experience supporting executive-level leadership, preferably in higher education.
• Knowledge of the principles and practices of office administration and organizational management.
• Demonstrated ability to manage multiple competing priorities while maintaining exceptional attention to detail and meeting deadlines.
• Demonstrated experience coordinating confidential personnel and employment-related processes.
• Proficiency with the Microsoft Office Suite, including Excel, Word, Outlook, PowerPoint, SharePoint, OneDrive, and Microsoft Forms.
• Proficiency using DocuSign or similar electronic document management and signature platforms.
• Ability to develop and maintain complex Microsoft Excel spreadsheets for budgeting, contract management, reporting, and operational tracking.

Responsibilities

• Assists the Dean in day-to-day operations of DGCE; coordinates information flow between the Dean, faculty, chairs, and university offices.
• Provides high-level confidential administrative support to the Dean, including calendars, meetings, correspondence, and travel coordination.
• Manages the faculty appointment process, contracts, and related personnel records in compliance with policies and bargaining agreements.
• Manages data in Banner, Argos, Explorance and prepares reports to support operations, planning, budgeting, enrollment management, and HR.
• Processes financial transactions including purchases, travel reimbursements, procurement, budget transfers, and accounts payable; maintains tracking systems in Excel.
• Monitors and reconciles DGCE operating budgets and prepares financial reports.
• Maintains confidential personnel records related to appointments and compensation with accuracy and discretion.
• Leads special projects and division initiatives to support academic programs and university initiatives.
• Collaborates with Marketing on advertising materials and timelines.
• Coordinates division-wide events and responds to inquiries about courses and processes.

Skills

MS Office Suite

DocuSign

Excel

Communication skills

Confidential information handling

Education

Associate's degree

Tools

Banner

Argos

Explorance

SharePoint

OneDrive

Microsoft Forms

Job description

Assistant to the Dean, DGCE

Campus Title: Assistant to the Dean, DGCE

State Job Title: Staff Associate

Department: Division of Graduateand Continuing Education (DGCE)

Job Code: HA5310

FLSA Status: Exempt

Funding: 7107-0029

Bargaining Unit: Non-Unit Professional (NUP)

Job Type: Full-Time Permanent / On-campusposition

Timeframe: 52 Weeks

Shift: Monday - Friday 8am to 4pm

Regular Days Off: Saturday and Sunday

Supervision Received: Receives direct supervisionand specific assignments from the Dean of the Division of Graduateand Continuing Education.

Supervision Exercised: None

Salary: $60,000 to $66,000 Annually (commensuratewith education and experience)

General Statement of Duties

The Assistant to the Dean serves as the principal administrativeand operational support professional for the Division of Graduateand Continuing Education (DGCE), providing comprehensive,high-level administrative support to the Dean while coordinatingcomplex operational, financial, and personnel processes across theDivision.

The position is responsible for gathering, synthesizing, analyzing,and maintaining confidential information; preparing reports ofmoderate complexity; coordinating calendars, correspondence,meetings, and division-wide initiatives; and serving as a liaisonbetween the Dean and academic department chairs, program areachairs, faculty, Academic Affairs, Human Resources, Payroll,MSCA-DGCE, and other university offices.

A significant responsibility of the position is coordinating thefull lifecycle of faculty appointment and compensation processes.The Assistant to the Dean prepares, reviews, tracks, distributes,and completes a high volume of faculty contracts, appointmentletters, compensation documents, course evaluations, and relatedpersonnel records while ensuring compliance with Universitypolicies and the MSCA-DGCE collective bargaining agreement. Theposition must ensure all contracts are accurately completed withincontractual timelines while simultaneously fulfilling theoperational and administrative responsibilities of theDivision.

The Assistant to the Dean exercises a high degree of independence,professionalism, sound judgment, discretion, and confidentialitywhile managing multiple priorities in a fast-paced environment andproviding exceptional customer service to internal and externalconstituents.

Duties include but not limited to:

• Assists the Dean in all aspects of the day-to-day operations ofDGCE; coordinates the flow of information and materials between theDean, Assistant Dean, faculty, department chairs, program areachairs, Academic Affairs, Human Resources, Payroll, MSCA-DGCE, andother university offices.


• Provides high-level, confidential administrative support to theDean, including managing and prioritizing inquiries; coordinatingappointments and calendars; organizing meetings; managingcorrespondence, telephone and email communications; coordinatingtravel; preparing meeting materials; and serving as the primarypoint of contact for administrative matters.


• Coordinates and manages the faculty appointment process bypreparing, reviewing, tracking, distributing, executing, andmaintaining hundreds of faculty contracts, appointment letters,compensation documents, and related personnel records whileensuring compliance with University policies and the timelinesestablished by the MSCA-DGCE collective bargaining agreement.


• Manages data using university information systems anddatabases, including Banner, Argos, Explorance and prepares reportsto support division operations, planning, budgeting, enrollmentmanagement, and personnel administration.


• Processes financial transactions including purchases, travelreimbursements, procurement documentation, budget transfers, andaccounts payable transactions; develops and maintains detailedfinancial, contract, and operational tracking systems usingMicrosoft Excel and prepares reports to support informeddecision-making.


• Assists the Dean in monitoring, reviewing, reconciling, andmaintaining DGCE operating budgets and prepares financial reportsas requested.


• Reviews, organizes, and maintains confidential personnelrecords and documentation related to faculty appointments,compensation, contracts, course evaluations, grievances,complaints, and other sensitive personnel matters while ensuringaccuracy, compliance, and confidentiality.


• Manages special projects and division initiatives to supportthe successful implementation of academic programs, operationalimprovements, strategic priorities, and universityinitiatives.


• Works in collaboration with University Marketing and othercampus offices on advertising materials, communications, andmarketing timelines.


• Coordinates and organizes division-wide academic celebrations,recognition events, and other special events.


• Responds to inquiries regarding courses, academic processes,division operations, and university procedures while providingexceptional customer service to students, faculty, staff, andexternal constituents. Refers matters to the Dean, Assistant Dean,faculty, or department leadership as appropriate.

Job Requirements

Qualifications Required

• Associate's degree plus three years of progressivelyresponsible administrative experience supporting executive-levelleadership, preferably in higher education.


• Knowledge of the principles and practices of officeadministration and organizational management.


• Demonstrated ability to manage multiple competing prioritieswhile maintaining exceptional attention to detail and meetingstrict deadlines.


• Demonstrated experience coordinating confidential personnel andemployment-related processes.


• Demonstrated proficiency with the Microsoft Office Suite,including Excel, Word, Outlook, PowerPoint, SharePoint, OneDrive,and Microsoft Forms.


• Demonstrated proficiency using DocuSign or similar electronicdocument management and signature platforms.


• Demonstrated ability to develop and maintain complex MicrosoftExcel spreadsheets for budgeting, contract management, reporting,and operational tracking.


• Ability to learn and effectively utilize Banner, Argos,Explorance, and other university enterprise systems.


• Ability to prepare reports and analyze administrative andfinancial information.


• Ability to maintain accurate records with a high level ofprecision.


• Ability to communicate effectively, both orally and inwriting.


• Ability to write clearly, concisely, and logically.


• Ability to interpret and follow written and oralinstructions.


• Ability to exercise sound judgment and discretion in handlinghighly confidential information.


• Ability to establish and maintain effective workingrelationships with individuals from diverse backgrounds.


• Ability to provide exceptional customer service whileexercising professionalism, diplomacy, and tact.

Additional Information

Salary

Salaries for current Westfield State University employees andindividuals currently working for the state of Massachusetts mustbe calculated individually in accordance with collective bargainingagreements as well as state policies. State job specifications maybe found on the Department of Higher Education's webpage.

Employee Benefits

• 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 provideseligible employees with a retirement pension following a 10-yearvesting period. In lieu of the retirement pension, eligibleemployees may select the Optional Retirement Plan with a maximum 5%employer matching contribution.


• Tuition Waivers & Discounts: eligible employees, includingspouses and dependent children, receive reduced tuition at MA statecolleges, community colleges, and universities.


• Paid Time Off: employees receive 12 paid holidays and generousvacation, personal, and sick leave benefits.


• Additional information regarding employee benefits is availableon the University's Benefits & Wellness webpage.

Disability Accommodations

Westfield State University is committed to the full inclusion ofindividuals with disabilities and will ensure the availability ofreasonable accommodations. If a reasonable accommodation is neededto participate in the job application or interview process, pleasecontact Human Resources at [phone] or visit us in the HoraceMann Building, 1st floor.

Background Check

Employment is contingent upon the successful completion and reviewof a background check. A criminal record will not automaticallydisqualify an applicant from consideration.