Assistant to the Dean, College of Arts, Humanities and Social Sciences
Westfield State University
August 11, 2018
Assistant to the Dean, College of Arts, Humanities and Social Sciences
About Westfield State University: In 1839, Horace Mann founded Westfield State University as the first public higher education institution without barrier to race, gender or economic class. We are dedicated to providing educational, working and living environments that value the diverse backgrounds of all people including minorities, women, veterans, individuals with disabilities and other protected persons, or individuals with diverse cultural backgrounds.
Westfield State is the most residential of the state universities in Massachusetts, with over 60% of our 5600 full-time undergraduate students living on campus. The campus is ideally situated on the edge of the Berkshire Mountains in western Massachusetts just 30 minutes from the thriving cultural centers of Northampton and Amherst, and 1.5 hours from both Boston and Albany.
About the College of Arts, Humanities and Social Sciences The College of Arts, Humanities, and Social Sciences (CAHSS) is home to the following departments and programs: Art; Communication; English; Ethnic and Gender Studies; Geography, Planning, and Sustainability; History; Language and Culture Studies; Liberal Studies; Music; Philosophy; Political Science; Sociology; and Theatre Arts. With almost 1,000 students and about 90 full-time faculty, CAHSS contributes to the intellectual life of Westfield State University through a wide variety of concentrations and course offerings that promote creativity, analytical thinking, civic and global engagement, and undergraduate research. With access to a black box theater, GIS Technology and Application Center (GIST), television studio, state-of-the-art 3D and large scale printers for Graphic Design, multiple Mac design labs, among many other specialized learning spaces, CAHSS students have access to many resources on campus to develop expertise in their chosen disciplines. Outside the classroom, our students have opportunities to apply their learning in internships, fieldwork, and practicums. The College boasts a newly-opened Catherine Dower Center for the Visual and Performing Arts and has the distinction of being an all-Steinway School; the Arno Maris Art Gallery and the peer-reviewed academic journal the Historical Journal of Massachusetts are also housed in CAHSS.
Job Description: Campus Title: Assistant to the Dean - College of Arts, Humanities and Social Sciences State Job Title: Administrative Assistant II (Non-Unit) Department: Academic Affairs Job Code: N17X05 FLSA Status: Non-Exempt Funding: State Funds (7115-0100) Bargaining Unit: Non-Unit Job Type: Full-time, 52 weeks Shift: 8:30 to 4:30 p.m., Saturday and Sunday off Supervision Received: The Administrative Assistant II receives general supervision from the Dean of the College of Arts, Humanities and Social Sciences. Supervision Exercised: May supervise support staff as required. Salary: $1,798.06 biweekly
General Statement of Duties: Provides administrative support to the Dean of the College of Arts, Humanities and Social Sciences. Establishes an efficient office and manages the day-to-day operations of the College of Arts, Humanities and Social Sciences. Responsibilities include complex administrative duties requiring a significant degree of confidentiality, skill, reasoning, understanding, independent judgment, decision-making, and general knowledge of all departments within the College. Coordinates the hiring of adjunct faculty. Has significant access to personnel matters including preparation of disciplinary correspondence in advance of it being issued. Drafts letters pertaining to the tenure and/or reappointment/evaluation process for faculty. Assists with managing the incoming correspondence for the Dean, including managing her email. Assists the College Dean with all grievances, and has access to Step 3 responses prior to issuance; maintains College grievance files.
Duties and Responsibilities: Essential: Duties include but not limited to:
Serves as administrative assistant to the Dean of the College of Arts, Humanities and Social Sciences. Maintains a high level of confidentiality associated with the sensitive nature of duties and responsibilities of the College Dean. Has significant access and exposure to confidential information concerning personnel matters, including the preparation of disciplinary correspondence in advance of it being issued, drafting of letters pertaining to personnel actions, and drafting letters pertaining to the tenure and/or reappointment/evaluation process for faculty.
Provides assistance to the College Dean for all grievances. Schedules hearings, takes and transcribes meeting notes, performs research related to grievances, has access to Step 3 grievance responses prior to issuance and to letters and/or communication with labor counsel regarding the grievance or litigation with respect to the grievance. Maintains all College grievance records.
Maintains the College of Arts, Humanities and Social Sciences operating budget. Assists with the completion of annual budgets, expense, and revenue reports for all College operations. Serves as a primary contact with all College-related departments on matters related to budget, hiring, and resources.
Schedules daily appointments, some of which may be of a sensitive nature; coordinates group meetings; gathers and compiles information for the Dean to take appropriate actions. Files sensitive material securely, including but not limited to, faculty evaluations, contracts, and personnel files.
Assists with managing the incoming correspondence for the Dean, including managing her email. Processes the Dean's correspondence pertinent to the operation of the College.
Oversees and coordinates the daily office activities, including but not limited to, receiving visitors, scheduling appointments, coordinating meetings, and drafting correspondence related to tenure and/or promotion decisions prior to them being issued.
Maintains a professional and welcoming office environment, including but not limited to, greeting visitors, answering the phone, getting and sorting the mail, and printing and photocopying necessary materials.
Anticipates and addresses in a timely manner work-related issues and office needs, including the purchasing of supplies and preparation of College work orders.
Establishes and maintains processes and systems for the office of the College of Arts, Humanities and Social Sciences, including but not limited to, filing systems, logs, and records.
Develops and maintains productive working relationships with faculty and staff with a high degree of poise, professionalism, and equity.
Prepares, reviews, and ensures completeness for internal correspondence and reports.
Supports data and other resource acquisition to enhance Dean's office decision- making processes.
Attends and take minutes at College of Arts, Humanities and Social Sciences Chairs meetings and other meetings as requested by the Dean.
Serves as a resource for College policies, programs, and activities.
Supports the Dean in academic functions and event planning, including but not limited to, publicity, space, resources, catering, and associated financial responsibilities.
Assist the Dean with major annual events.
Processes paperwork associated with College faculty and staff travel.
Prepares, processes, and keeps record of travel and expense reports for the Dean.
Establishes and maintains relationships with vendors, external service technicians and warranty providers that support the College of Arts, Humanities and Social Sciences.
Maintains a record of all department course syllabi and course content information electronically and/or manually.
Oversees the maintenance of the College website and online materials.
Prepares and processes adjunct contracts for the College each semester.
Assists with College and department-level assessment and accreditation.
Assists with the coordination of College of Arts, Humanities and Social Sciences' campus visitors, including visits associated with assessment, accreditation, faculty searches, field trips, and guest speaker events.
Requirements: Qualifications Required at Hire:
Knowledge of the principles and practices of office management.
Ability to maintain accurate records.
Ability to prepare general reports.
Ability to communicate effectively in oral expression.
Ability to analyze and determine the applicability of data, to draw conclusions, and to make appropriate recommendations.
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 clear written and oral instructions.
Ability to deal thoughtfully 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.
Ability to follow written and oral instructions.
Proficiency in Microsoft Word, Excel, PowerPoint, and Outlook.
Ability to use Banner for College operations.
Interest and/or experience in one of the disciplines in the College.
Minimum Entrance Requirements: Applicants must have at least (A) three years of full-time, or equivalent part-time, experience in office management, office administration, business administration or business management, the major duties of which included one or more of the following functions: purchasing, personnel management, budgeting, accounting, records management, work simplification, grants management, contract administration or program management, or (B) any equivalent combination of the required experience and the substitutions below.
I. An Associate's or higher degree with a major in business administration, business management or public administration may be substituted for a maximum of two years of the required experience.*
II. An Associate's or higher degree with a major other than in business administration, business management or public administration may be substituted for a maximum of one year of the required experience.*
*Education toward such a degree will be prorated on the basis of the proportion of the requirements actually completed.
Additional Information: Salary: For the majority of new employees, the minimum starting salary will apply. Specific salary for current Westfield State University employees and individuals currently working for the state of Massachusetts must be calculated individually in accordance with collective bargaining and state policies and procedures. State job specifications for this position may be found at the department of higher education website: http://www.mass.edu/foremployees/classificationspecs/classspecs-pers.asp
Disability Accommodations: Westfield State University understands that persons with disabilities may need assistance with the job application process and/or with the interview process. For confidential assistance regarding disability accommodations, please contact the Office of Human Resources at (413) 572-8106.
Background Check: Employment at Westfield State University is contingent upon a background check that is satisfactory to the University. Failure to provide written authorization for a background check will nullify the offer of employment.
Application Instructions: Apply online. You must apply online to be considered for this position. A cover letter and resume may be electronically attached to the application, however, these documents are not required attachments.
Note: Provide the contact information for reference providers in the references section of the online application.
Deadline: Review of applications begins August 9, 2018. The job will be open a minimum of ten days, and if needed, will remain open until finalists have been selected.
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.
Westfield State University provides equal access to employment opportunities for all applicants, regardless of race, color, creed, religion, national origin, gender, sexual orientation, gender identity, gender expression, genetic information, marital status, age, disability or veteran status in compliance with all applicable laws, regulations and policies.
In 1839, Horace Mann founded Westfield State University as the first public higher education institution without barrier to race, gender or economic class. The University is dedicated to providing educational, working and living environments that value the diverse backgrounds of all people including minorities, women, veterans, individuals with disabilities and other protected persons, or individuals with diverse cultural backgrounds.
Founded in 1978 by electronics technicians, ETA® International is a not-for-profit 501(c) 6 association whose mission is to represent and support the technical professional.
ETA aligns with ISO 17024 standards, vocational and education curriculums, and businesses’ resource initiatives through certification programs, conferences, speaking engagements, books, and other publications. Download ETA's Certification Booklet to see how ETA can help your career, business, or school.
Members can access the Members Only area for current and past issues of The High-Tech News, practice exams, and other member benefits. Certification Administrators can also download forms, order exams, and review exam information.
Career Resource Center
Mobilize your success with ETA’s Career Resource Center (CRC). We offer employers and job seekers a way to connect professionals with the most in-demand careers available. Resume and job postings are FREE.