Location: Westfield,MA, USA
Job Description:
Campus Title: Staff Assistant: Assistant to the Dean of Students
State Job Title: Staff Assistant
Department: Enrollment Management
Job Code: HA5600
FLSA Status: Exempt
Funding: 7115-0100
Bargaining Unit: APA
Job Type: Full-Time, Permanent
Timeframe: 52 Weeks
Shift: Monday-Friday, 9:00 am to 5:00 pm
Regular Days Off: Saturday and Sunday
Supervision Received: Reports to the Dean of Students.
Supervision Exercised: May supervise work-study, trust-fund, or graduate students.
Salary: $60,000.00 to $63,000.00 (salary commensurate with education and experience)
General Statement of Duties:
Under the direction of the Dean and Associate Dean of Students, the Staff Assistant is responsible for general supervision of daily office tasks, support services, is a daily resource between the office and the University, works on special projects as necessary, coordinates projects with the division directors, including end-of-year rollover accounts and capital project requests. The successful candidate will handle multiple administrative tasks, professional relationships, and confidential information with the utmost discretion and maturity. This is an in-person position.
The following responsibilities are intended to describe, in broad terms, the general functions and responsibility levels of characteristics assigned to this position. They should not be viewed as an exhaustive list of the specific duties and prerequisites applicable to the position.
Duties and Responsibilities:
Duties include but not limited to:
Essential:
* Provides administrative assistance to the Dean and Associate Dean of Students by receiving and disseminating a variety of correspondence; composes, prepares, coordinates, and reviews materials including letters, memoranda, reports, brochures, agendas, presentations; manages multiple schedules; handles all incoming calls; and provides an inclusive and welcoming atmosphere to all visitors of the office. Customer service and timely and appropriate responses to others is managed with the highest of professional standards.
* Assists the directors of the departments reporting to the Dean of Students to coordinate projects, reports, and information as assigned by the Dean of Students.
* Serves as a resource person by providing information and assistance for staff that report to the Dean and Associate Dean of Students. Performs research for the Dean of Students and staff in the departments that report to the Dean of Students in order to respond to inquiries.
* Acts independently to assist students, parents, faculty, University staff, and other constituents by troubleshooting problems and providing information about the University and division; makes referrals when necessary. Acts to resolve complaints and concerns from various constituents, or forwards to the appropriate person/office for resolution.
* Maintains divisional budget and prepares and executes purchase orders, reconciling financial transactions when necessary.
* Compiles, prepares, and writes divisional reports such as monthly operations reports, quarterly newsletters, and the Student Affairs Annual Report. Creates PowerPoint/Canva presentations when necessary.
* Utilizes basic functions in Maxient, a database, to create data reports, agendas, check conduct history, and purge documents as appropriate.
* Acts as office manager by processing leave requests, divisional vacation calendars, ordering office supplies, completing travel requests, managing the Dean and Associate Dean of Students' daily calendars, and assuring timeliness on reports for the departments that report to the Dean of Students.
* Organizes and maintains files for office. Follows the MA State guidelines for the purging of files when appropriate.
* Coordinates evaluation process for staff that report to the Dean of Students to assure procedures are followed and evaluations are submitted within prescribed time constraints.
* Coordinates and plans special programs including programing events with Deans (i.e., Dinner with the Dean), President's Award Banquet, and other special events.
* Manages and updates Dean of Students and Student Affairs websites on an annual basis and works with division directors to maintain current websites in the division.
* Assists the Dean of Students and Associate Dean of Students with special projects as needed.
* Attendance at New Student Orientation, Opening Day and Commencement activities may be needed.
* Performs other duties as assigned.
Requirements:
Qualifications:
* Bachelor's degree required, with 3-5 years of experience directly related to the duties and responsibilities specified, or 5+ years of equivalent experience
* Ability to serve as office manager
* Ability to multitask in a fast paced, high stress environment
* Common sense is required
* Significant office management experience performing complex duties with an increasing level of responsibility
* Excellent communication and organizational skills
* Ability to prioritize and meet deadlines and to complete tasks with minimal supervision
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) ###-#### 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.
Application Instructions:
An on-line application is required. The successful candidate must submit an official transcript at the time of hire. Interested candidates should electronically attach the following documents:
* Resume
* Cover Letter
* Contact information for three references *
* Copy of unofficial transcript of highest degree
* Provide the contact information for reference providers in the reference section of the online application.
Deadline: The job posting will be open a minimum of ten days and, if needed, will remain open until finalists have been selected.
NOTE: If you need assistance completing your application please contact our online Help Desk. The link to the help desk can be found at the top of the page via Contact Us.