Senior Executive 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

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.