Administrative Assistant II - Westfield, United States - Westfield State University

Description

Job Description:
Campus Title: Administrative Assistant II
State Job Title: Administrative Assistant II
Department: Education
Job Code: H17X05
FLSA Status: Non-Exempt
Funding:
Bargaining Unit: AFSCME
Job Type: Full-Time Permanent
Timeframe: 52 Weeks
Shift: Monday-Friday, 8:30 a.m. to 4:30 p.m. on site
Regular Days Off: Saturday and Sunday
Supervision Received: Receives general supervision from the department chair.
Supervision Exercised: Graduate Assistants, Work-study students
Salary: $2,200.91 Bi-Weekly

General Statement of Duties: Provide a welcoming space for students in the Education Department and demonstrate a commitment to departmental pillars related to diversity, community, social justice, scholarship, and reflection. Provide operational support to the Chair and faculty of the Education Department to meet departmental objectives. Provide departmental support in the following areas: advisement, registration, licensure requirements, departmental and university policies, documentation compliance, and field-related matters (pre-practicum and practicum). Attend faculty meetings and take minutes; coordinate pre-practica, practicum, licensure, and accreditation requirements with the Office of Teacher Education, Assessment, Accreditation, and Outreach; orient new adjuncts and practicum supervisors; monitor and support departmental governance work; assist with the management of semester course offerings; coordinate meetings related to advising, pre-practicum/practicum and adjunct meetings. Maintain chair and department calendars; manage departmental budgets, process travel, order equipment and office supplies; coordinate all special events for the department; and assist in processing of personnel actions. Coordinate and assist in faculty, adjunct, and staff searches.

Duties and Responsibilities:
Duties include but not limited to:
Essential:

Chair and Faculty Support

Provide support to the Department Chair, full time and adjunct faculty, and program supervisors. Create semester calendar, to include department meeting dates, TEACC meeting dates, pre-practicum and practicum events, and advising/registration information.
Orient new faculty and adjuncts to the University and department by providing hiring information, an orientation packet, information on department processes, policies and initiatives, and assist with initial technology and University system access.
Coordinate personnel actions by the creation and maintenance of a departmental Personnel Actions Calendar, coordinate chair calendar for classroom visits to satisfy University and contractual obligations.
Assist the chair and coordinate with the Office of Teacher Education, Assessment, Accreditation, and Outreach in managing practicum applications and supporting documentation to satisfy state and national regulations.
Support the oversight of department governance by gathering information and collaborating with faculty to satisfy University regulations and state/national regulations.
Coordinate advising and practicum meetings by maintaining student records and folders, arranging for meeting sites, updating and providing tracking sheets, the MTEL Resource Guide, the Education Handbook, and other materials that satisfy state and national regulations.
Budget Responsibility

Manage Department ESTF, equipment, SEAM, Kappa Delta Pi, and office supply budgets by executing multi-year budget objectives, and processing purchasing in the Banner Finance system to satisfy department objectives and University policies and guidelines.
Administrative Support

Record department meeting discussions, by coordinating and attending, providing supporting documentation, researching issues, and maintaining a knowledge base of program compliance to satisfy both department objectives and licensure compliance.
Support practicum by coordinating with Program Coordinators in other departments and staff in the Office of Teacher Education, Assessment, Accreditation, and Outreach, responding to queries to support both Program Supervisors and Supervising Practitioners in their role.
Assist in creating semester course offerings by gathering faculty and Registrar Office data, running Managed Reports, and creating and updating related reports in Excel.
Respond to inquiries from outside agencies, parents, college administration, principals, and teachers on Education Department policies and initiatives. Monitor and manage department email and social media accounts.
Support the Office of Teacher Education Assessment, Accreditation and Outreach in the maintenance of accreditation compliance with state and national licensure regulations.
Support all department events by arranging space, catering, and providing and updating departmental flyers and documents.
Student Support

Provide cordial front desk support to students and general guidance to students via email or phone as needed.
Collaborate with the Dean and the Dean's assistant in areas of event planning, finance, and other departmental and student engagement initiatives.
Non-Essential

Responsible for drop-off and pick up of departmental mail.
Support departmental social media accounts.

Requirements:
Qualifications Required at Hire:

Ability to deal thoughtfully with others, establish rapport, maintain harmonious working relationships with persons from varied racial, cultural, religious, and/or economic backgrounds.
Ability to exercise sound judgement and exercise discretion in handling confidential information.
Ability to give and follow clear written and oral instructions.
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.
Qualifications Acquired on Job:

Knowledge of SCT Banner Software
Minimum Entrance Requirements:

Applicants must have at least

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
Any equivalent combination of the required experience and the substitutions below.
Substitutions:

An Associate's or higher degree with a major 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.
NOTE: Educational substitutions will only be permitted for a maximum of two years of the required experience.
License and/or Certification Requirements:

None