Administrative Assistant II / Chemical & Physical Sciences & Economics Depts

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About Westfield State University:

In 1839, Westfield State University was founded on the ideals of Horace Mann who sought to improve society through education. We were the first public education institution without barrier to race, gender or economic class. The spirit of innovative thinking and social responsibility is forged in a curriculum of liberal arts and professional studies contributing to the development of knowledge, skills, and character essential for students to become responsible leaders and engaged citizens.


Westfield State is a highly residential campus with approximately 55% of our 3,100 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 Springfield, Northampton, and Amherst with a selection of museums, theater, collegiate and minor league sports, hiking trails, and restaurants. The University is within 1.5 hours of Boston and Albany and within 3 hours of New York City and the Green Mountain range of Vermont.


Thank You for Your Interest in Becoming a Westfield State Community Member


You are welcome here. You can advance your career and make a difference here. We invite you to bring your whole self and talents to Westfield State University. The University seeks applicants whose record of teaching, student advising, research, and administration positions them to contribute to the everyday practice of our institutional values.


Our Values


Westfield State commits to values that strengthen a common bond among all members of our community and promotes a rich campus environment.

• Embrace Diversity - We treat all members of our community with dignity and respect.
• Maintain Excellence and Integrity - We maintain excellence and integrity in all that we do.
• Collaborate with Each Other - We make decisions in a transparent and collaborative manner.
• Provide Accessible Education - We commit to providing an accessible, affordable public higher education for all.
• Build a Strong Community - We are inclusive and ensure equity, supporting the personal development of all community members, and embracing multiple perspectives.
• Engage the Outside Community - We support civic engagement in local, regional, and global initiatives.

Job Description:

Campus Title: Administrative Assistant II

State Job Title: Administrative Assistant II

Departments: Chemical and Physical Sciences and Economics

Job Code: H17X05

FLSA Status: Non-Exempt

Funding: 7115-0100

Bargaining Unit: Classified, AFSCME

Job Type: Full-Time Permanent

Timeframe: 43 Weeks

Shift: Monday-Friday, 8am to 4pm

Regular Days Off: Saturday and Sunday

Supervision Received: Receives general supervision from the Chair of the Chemical and Physical Sciences Department. Also receives direction from the Chair of the Economics Department.

Supervision Exercised: Students Workers

Salary: $2,358.52 Bi-Weekly


This position is currently open to internal WSU employees only. External applicants are welcome to apply for other available positions as listed on our Careers page.

General Statement of Duties:


The Administrative Assistant II assists the chairs of two medium-sized department in all aspects of managing the offices, with their distinct needs and procedures; supports all full-time and part-time faculty within the departments; acts as liaison between chairs and faculty members; prepares reports; supervises and coordinates activities of student assistants assigned to the departments; manages grants for the departments.



Duties and Responsibilities:
Duties include but not limited to:

Essential:

Chair support

• Assist in all aspects of managing two academic departments, including input as to departmental policies/procedures.
• Assist the chairs by providing support for incoming new/adjunct faculty, including assistance with policy and the setting up of online accounts.
• Assist the chairs in assigning advisors to new and transfer students; run, sort, and check the advisor report (Managed Reporting) for advisee counts.
• Coordinate and provide staff support for faculty searches, including maintaining spreadsheets to track applicants, on-line job posting, travel arrangements, meeting arrangements, etc.
• Assist chairs in composing, designing, and editing marketing materials.
• Initiate and coordinate bulk mailing to all Massachusetts high schools.
• Initiate and coordinate student evaluations.
• Analyze enrollment reports and confer with the chairs regarding enrollment issues (sections that may need to be dropped or added, adjunct hiring/notification, etc.).
• Compose, design and edit forms, letters, marketing materials, and deadline reminders.
• Assist in the preparation of contracts.
• Manage new grant funding for the department and training self and others
• Assist new chairs in transition.

Student Assistance/Issues

• Run enrollment reports for reference during student registration.
• Run student audits (Managed Reporting) and initiate department advising periods, assisting in assigning advisors.
• Maintain spreadsheet to track students who have applied to the programs, as well as those already in the programs; verify program status, and sort data as needed for evaluation.
• Analyze data in managed report to track the qualifications for scholarship candidates.

Faculty Support

• Prepare and submit department time sheets, respond to requests for information, organize student evaluation process, orient adjunct faculty (including research, development, and updating of informational handbooks), ensure mail delivery to and from mail room and department offices, and provide individual support to faculty as needed.
• Taking the lead in training all faculty in software programs, Banner, 25Live, and MyWestfield
• Create an onboarding program for every new faculty hire within the departments of Chemical and Physical Sciences and Economics.

Office Management

• Uses Microsoft Word and Excel in the preparation of materials for the department chairs, faculty and students.
• Orders office supplies and equipment, maintains office equipment, and maintains office records.

Work Study Student Supervision

• Hire, train, and supervise student workers.

Events

• Plan and coordinate department events. Reserve facilities and setup; arrange for catering; contribute to the production of flyers, brochures, and posters; design and order student award plaques.

Budget

• Design, maintain, and reconcile office budget spreadsheets; utilize the data in the spreadsheets to make recommendations.

Requirements:

Qualifications Required at Hire:

• Knowledge of the principles and practices of office management.
• Ability to follow written and oral instructions.
• Ability to communicate effectively both orally and in writing.
• Ability to establish and maintain harmonious working relationships with others.
• Ability to deal tactfully with others.
• Knowledge of the types and uses of general office equipment.
• Ability to maintain accurate records.
• 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 View phone number on click.appcast.io 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 online application is required . A resume and cover letter may be attached but this is not required.


Deadline: Review of applications will begin May 25, 2026. The job posting will be open a minimum of ten days and, if needed, will remain open until finalist have been selected.


Please Note:
Each newly posted position includes a 90-day interval between the posting date and the anticipated start date. This allows time for the full recruitment process, including application review, interviews, and final hiring approvals.


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.
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