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Assistant to the Dean, DGCE

Applications Close: Oct 19, 2026

Westfield State University

577 Western Ave, Westfield, MA 01085, USA

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Assistant to the Dean, DGCE

Campus Title: Assistant to the Dean, DGCE
State Job Title: Staff Associate
Department: Division of Graduate and Continuing Education (DGCE)
Job Code: HA5310
FLSA Status: Exempt
Funding: [contact details available in the full listing]
Bargaining Unit: Non-Unit Professional (NUP)
Job Type: Full-Time Permanent / On-campus position
Timeframe: 52 Weeks
Shift: Monday - Friday 8am to 4pm
Regular Days Off: Saturday and Sunday
Supervision Received: Receives direct supervision and specific assignments from the Dean of the Division of Graduate and Continuing Education.
Supervision Exercised: None
Salary: $60,000 to $66,000 Annually (commensurate with education and experience)

General Statement of Duties:

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

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

A significant responsibility of the position is coordinating the full lifecycle of faculty appointment and compensation processes. The Assistant to the Dean prepares, reviews, tracks, distributes, and completes a high volume of faculty contracts, appointment letters, compensation documents, course evaluations, and related personnel records while ensuring compliance with University policies and the MSCA-DGCE collective bargaining agreement. The position must ensure all contracts are accurately completed within contractual timelines while simultaneously fulfilling the operational and administrative responsibilities of the Division.

The Assistant to the Dean exercises a high degree of independence, professionalism, sound judgment, discretion, and confidentiality while managing multiple priorities in a fast-paced environment and providing exceptional customer service to internal and external constituents.

Duties and Responsibilities:
Duties include but not limited to:
Essential:

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

Provides high-level, confidential administrative support to the Dean, including managing and prioritizing inquiries; coordinating appointments and calendars; organizing meetings; managing correspondence, telephone and email communications; coordinating travel; preparing meeting materials; and serving as the primary point of contact for administrative matters.

Coordinates and manages the faculty appointment process by preparing, reviewing, tracking, distributing, executing, and maintaining hundreds of faculty contracts, appointment letters, compensation documents, and related personnel records while ensuring compliance with University policies and the timelines established by the MSCA-DGCE collective bargaining agreement.

Manages data using university information systems and databases, including Banner, Argos, Explorance and prepares reports to support division operations, planning, budgeting, enrollment management, and personnel administration.

Processes financial transactions including purchases, travel reimbursements, procurement documentation, budget transfers, and accounts payable transactions; develops and maintains detailed financial, contract, and operational tracking systems using Microsoft Excel and prepares reports to support informed decision-making.

Assists the Dean in monitoring, reviewing, reconciling, and maintaining DGCE operating budgets and prepares financial reports as requested.

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

Manages special projects and division initiatives to support the successful implementation of academic programs, operational improvements, strategic priorities, and university initiatives.

Works in collaboration with University Marketing and other campus offices on advertising materials, communications, and marketing 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 providing exceptional customer service to students, faculty, staff, and external 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 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 strict deadlines.
Demonstrated experience coordinating confidential personnel and employment-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 electronic document management and signature platforms.
Demonstrated ability to develop and maintain complex Microsoft Excel 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 and financial information.
Ability to maintain accurate records with a high level of precision.
Ability to communicate effectively, both orally and in writing.
Ability to write clearly, concisely, and logically.
Ability to interpret and follow written and oral instructions.
Ability to exercise sound judgment and discretion in handling highly confidential information.
Ability to establish and maintain effective working relationships with individuals from diverse backgrounds.
Ability to provide exceptional customer service while exercising professionalism, diplomacy, and tact.

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=203926 je-143723b9253f4f37a702df2be8428f8b