"Staff Assistant for the Office of Academic Affairs - Worcester State University"

OFFICIAL TITLE: Staff Assistant for the Office of Academic Affairs

SUPERVISION RECEIVED: Provost and/or Associate Provost

SUPERVISION EXERCISED: May supervise 03, student, and work study employees

General Statement of Duties: The Staff Assistant provides executive-level administrative assistance to the Office of Academic Affairs, primarily supporting the Provost, Associate Provost, and Director of Academic Support in daily departmental operations. This position is privy to confidential information, requiring a high degree of discretion.

Responsibilities:

1. Serves as a first point of contact for the Academic Affairs Office, responding to inquiries and providing exemplary customer service to guests, including internal and external constituents.
2. Under direction of the Provost, Associate Provost, and/or Director of Academic Support, keeps detailed records relating to Massachusetts State College Association (faculty union) contractual requirements; may provide support for the faculty annual review process.
3. Oversees and trains 03 and student employees for the preparation, distribution, collection, and processing of SIR II evaluation forms.
4. Maintains the calendar of the AVPAA; maintains Provost calendar as needed.
5. Organizes logistics for conferences, meetings, ceremonies, interviews and other events involving Academic Affairs; includes meeting space, food, travel, coordinating schedules, etc.
6. Attends tenure, provost, chair, and other Academic Affairs meetings as required to record minutes or obtain information.
7. Assists with the creation, intake, and distribution of adjunct contracts and other relevant paperwork.
8. Reviews, researches, and analyzes information to prepare related reports.
9. Responsible for the completion of purchase requisitions and purchase orders; provides reports to budget managers upon request.
10. Performs clerical functions including but not limited to filing, scanning, copying, creating correspondence, answering phones, greeting guests, etc.
11. Provides administrative support to special projects under the jurisdiction of the Provost, Associate Provost, and/or Director of Academic Support.
12. Demonstrates civility and professional, customer-service oriented behavior, worthy of emulation by other staff and students.
13. Responsible for contributing to the WSU Strategic Plan.
14. Responsible for contributing to Equal Opportunity/Affirmative Action objectives.
15. Performs other duties as assigned.

Required Qualifications:

• Associate's degree and 3-5 years of experience in an office setting; preferably at an executive level, or Bachelor's degree and the equivalent of 1 year of experience in an office setting.
• Ability to exercise discretion in handling confidential information.
• Strong customer service skills including oral and written ability.
• Knowledge of clerical office practices and procedures including office recordkeeping, office correspondence control, types and uses of equipment and supplies, business letter, and report preparation.
• Ability to work independently and as part of a team.
• Ability to anticipate needed support.
• Ability to complete tasks in a timely fashion.
• Ability to multitask and prioritize in a fast-paced environment.
• Ability to keep accurate meeting minutes.
• Advanced proficiency in Microsoft Office and ability to learn new computer applications independently. Colleague experience preferred.
• Strong interpersonal skills and ability to deal tactfully with others.

Preferred Qualifications:

• Bachelor's degree.

Additional Information: This is a full-time, benefited, exempt, professional Non-Unit position. The firm annual salary range for this position is $60,000-$65,000, commensurate with relevant professional experience and education. Here at Worcester State University, it is strongly recommended that all employees be vaccinated against COVID-19 before they begin employment. Worcester State University offers a competitive benefits package that includes: a choice of 8 different pre-taxed, health insurance plan options; a choice of pension or 401(a), and supplemental plan retirement options; life insurance up to 8x the annual salary; long-term disability coverage; dental insurance; 20 vacation days accrued per year; 15 sick days accrued per year; 5 personal days per year; paid holidays; tuition remission for self, spouse, and dependent children; and more. We are an equal opportunity/Affirmative Action Employer. M/F/D/V. Members of traditionally underrepresented groups are strongly encouraged to apply. Apply Online