Assistant To The Dean, College Of Professional Studies - Westfield State University

Job Description:

Campus Title: Assistant to the Dean, College of Professional Studies

State Job Title: Staff Assistant

Department: Academic Affairs

Job Code: HA5610

FLSA Status: Exempt

Funding: 7115-0100

Bargaining Unit: Non-Unit Professional

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: Receives general supervision and specific assignments from the Dean of the College of Professional Studies.

Supervision Exercised: Student workers, graduate assistant.

Salary: $57,000.00 to $62,000.00 (Salary commensurate with experience)

General Statement of Duties: The Assistant to the Dean of the College of Professional Studies is responsible for supporting the day-to-day operations the College, as well as providing clerical support to the Dean in fulfillment of their assigned programs and duties. Acts as a liaison between the Dean and the academic department chairs, program area chairs, and faculty members; contributes to the development, monitoring, and maintenance of the College budget. Reviews and organizes various personnel matters including adjunct faculty contracts and other confidential materials. Is responsible for hiring, supervising, and assigning work to student employees including graduate assistants.

Duties and Responsibilities:

Duties include but not limited to:

Essential:

• Assists the Dean in all aspects of the day-to-day operations of the College of Professional Studies; performs secretarial and administrative duties for and in support of the Dean's office, assigned programs, and duties; tracks flow of materials between the Dean, faculty, chairs, Academic Affairs office, and other University offices.

• Hires, supervises, and coordinates activities of student workers for the College or its programs.

• Responsible for incoming and outgoing mail, phones, and email correspondence; orders supplies; posts and maintains event notifications; maintains and updates digital and paper records and files; maintains copier; provides liaison support for the Dean's needs with Media Services, Bookstore, IT, physical plant, and other University offices; maintains bulletin board postings/public calendars, reserves rooms, and orders food for College events; available to support departments and programs as assigned by the Dean.

• Performs data entry and management of data using relevant systems/databases; runs reports relevant to College and program function and planning using Managed Reporting and Banner, including confidential matters and materials.

• Responsible for processing all financial transaction paperwork including purchases, travel, budget tracking and resolution of purchasing and accounts payable issues. Uses Microsoft Excel to track purchases and expenditures for the College's budget and the Dean's travel expenses.

• Periodically review, at the request of the Dean, the College of Professional Studies' budgets.

• Compiles and coordinates advertising materials and schedules, collaborating with various University offices.

• Assists with a variety of questions and situations regarding classes, supplies, and information. Provides excellent service to a variety of on- and off-campus constituents. Responds to public inquiries in a friendly, professional, courteous, and informed fashion, forwarding questions to the Dean, department chairs, and faculty, as appropriate.

Requirements:

• Knowledge of the principles and practices of office management.

• Ability to follow written and oral instructions.

• Ability to maintain accurate records.

• Ability to prepare general reports.

• Ability to communicate effectively in oral expression.

• Ability to be attentive to detail and perform work with high level of accuracy.

• Ability to write concisely, to express thoughts clearly and to develop ideas in logical sequence.

• Ability to give written and oral instructions in a precise, understandable manner.

• Ability to deal tactfully with others.

• Ability to establish rapport and maintain harmonious working relationships with persons from varied ethnic, cultural, and/or economic backgrounds.

• Ability to exercise sound judgment.

• Ability to exercise discretion in handling confidential information.

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.

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.