Staff Assistant: Assistant to the Dean of Students - Westfield State University

$60,000 - $63,000/Yr

Westfield State University - Westfield, MA

Full-time - Entry Level

Westfield, MA

Educational Services

About the position

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.

Responsibilities

• 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.
• 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.
• Acts independently to assist students, parents, faculty, University staff, and other constituents by troubleshooting problems and providing information about the University and division.
• 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.
• 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.
• Organizes and maintains files for office.
• Coordinates evaluation process for staff that report to the Dean of Students.
• Coordinates and plans special programs including programming events with Deans.
• Manages and updates Dean of Students and Student Affairs websites on an annual basis.
• 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.

Requirements

• 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.
• 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.

Benefits

• Health Insurance: Westfield State offers a variety of HMO, POS, and PPO-type health insurance plans for eligible employees.
• Retirement: the MA State Employee Retirement System provides eligible employees with a retirement pension following a 10-year vesting period.
• 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.