Administrative Assistant II / Management & Marketing
Dept.
Campus Title: Administrative Assistant II
State Job Title: Administrative Assistant II
Department: Management and Marketing
Job Code: H17X05
FLSA Status: Non-Exempt
Funding: [contact details available in the full listing]
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.
Job 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:
Salary:
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.
- Additional information regarding employee benefits is available
on the University's Benefits & Wellness webpage.
Disability Accommodations
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 (413) 572-8809 or visit us in the Horace
Mann Building, 1st floor.
Background Check
Employment is contingent upon the successful completion and review
of a background check. A criminal record will not automatically
disqualify an applicant from consideration.
To apply, visit http://westfield.interviewexchange.com/jobofferdetails.jsp?JOBID=204698
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