Administrative Assistant II

Administrative Assistant II / Chemical & Physical Sciences & Economics Depts

Campus Title: Administrative Assistant II
State Job Title: Administrative Assistant II
Departments: Chemical and Physical Sciences and Economics
Job Code: H17X05
FLSA Status: Non-Exempt
Funding: 7115-0100
Bargaining Unit: Classified, AFSCME
Job Type: Full-Time Permanent
Timeframe: 43 Weeks
Shift: Monday-Friday, 8am to 4pm
Regular Days Off: Saturday and Sunday
Supervision Received: Receives general supervision from the Chair of the Chemical and Physical Sciences Department. Also receives direction from the Chair of the Economics Department.
Supervision Exercised: Students Workers
Salary: $2,358.52 Bi-Weekly

This position is currently open to internal WSU employees only. External applicants are welcome to apply for other available positions as listed on our Careers page.

General Statement of Duties:

The Administrative Assistant II assists the chairs of two medium-sized department in all aspects of managing the offices, with their distinct needs and procedures; supports all full-time and part-time faculty within the departments; acts as liaison between chairs and faculty members; prepares reports; supervises and coordinates activities of student assistants assigned to the departments; manages grants for the departments.

Duties and Responsibilities:

Chair support

• Assist in all aspects of managing two academic departments, including input as to departmental policies/procedures.
• Assist the chairs by providing support for incoming new/adjunct faculty, including assistance with policy and the setting up of online accounts.
• Assist the chairs in assigning advisors to new and transfer students; run, sort, and check the advisor report (Managed Reporting) for advisee counts.
• Coordinate and provide staff support for faculty searches, including maintaining spreadsheets to track applicants, on-line job posting, travel arrangements, meeting arrangements, etc.
• Assist chairs in composing, designing, and editing marketing materials.
• Initiate and coordinate bulk mailing to all Massachusetts high schools.
• Initiate and coordinate student evaluations.
• Analyze enrollment reports and confer with the chairs regarding enrollment issues (sections that may need to be dropped or added, adjunct hiring/notification, etc.).
• Compose, design and edit forms, letters, marketing materials, and deadline reminders.
• Assist in the preparation of contracts.
• Manage new grant funding for the department and training self and others
• Assist new chairs in transition.

Student Assistance/Issues

• Run enrollment reports for reference during student registration.
• Run student audits (Managed Reporting) and initiate department advising periods, assisting in assigning advisors.
• Maintain spreadsheet to track students who have applied to the programs, as well as those already in the programs; verify program status, and sort data as needed for evaluation.
• Analyze data in managed report to track the qualifications for scholarship candidates.

Faculty Support

• Prepare and submit department time sheets, respond to requests for information, organize student evaluation process, orient adjunct faculty (including research, development, and updating of informational handbooks), ensure mail delivery to and from mail room and department offices, and provide individual support to faculty as needed.
• Taking the lead in training all faculty in software programs, Banner, 25Live, and MyWestfield
• Create an onboarding program for every new faculty hire within the departments of Chemical and Physical Sciences and Economics.

Office Management

• Uses Microsoft Word and Excel in the preparation of materials for the department chairs, faculty and students.
• Orders office supplies and equipment, maintains office equipment, and maintains office records.

Work Study Student Supervision

• Hire, train, and supervise student workers.

Events

• Plan and coordinate department events. Reserve facilities and setup; arrange for catering; contribute to the production of flyers, brochures, and posters; design and order student award plaques.

Budget

• Design, maintain, and reconcile office budget spreadsheets; utilize the data in the spreadsheets to make recommendations.

Job Requirements:

Qualifications Required at Hire:

• Knowledge of the principles and practices of office management.
• Ability to follow written and oral instructions.
• Ability to communicate effectively both orally and in writing.
• Ability to establish and maintain harmonious working relationships with others.
• Ability to deal tactfully with others.
• Knowledge of the types and uses of general office equipment.
• Ability to maintain accurate records.
• Ability to exercise sound judgment.
• Ability to exercise discretion in handling confidential information.