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Administrative Assistant II
Westfield State University in Westfield, Massachusetts
Date Posted 08/25/2020
Admin-Secretary and Administrative Assistants
Employment Type Fulltime
Application Deadline Open until filled

Administrative Assistant II

About Westfield State University:
Westfield State University is a public, teaching-centered, liberal arts college located in Western Massachusetts approximately 90 miles from Boston, two hours to New York City, and 30 minutes from the Northampton, Amherst, and Springfield areas. With an undergraduate and graduate student population of 6,200 students, the institution is ranked #32 among public universities in the Best Regional Universities-North section of the latest U.S. News & World Report "Best Colleges" list.

Westfield State was founded in 1839 by Horace Mann as the first public co-educational college in America without barrier to race, gender, or economic class. A Chronicle of Higher Education "Great Colleges to Work For" designee in 2011, the University is dedicated to and continues to live its tradition of 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.

Job Description:
Campus Title: Administrative Assistant II
State Job Title: Administrative Assistant II
Department: Education
Job Code: H17X05
FLSA Status: Non-Exempt
Funding: 7115-0100
Bargaining Unit: AFSCME
Timeframe: 52 Weeks
Shift: 9 a.m. -5 p.m.
Regular Days Off: Saturday and Sunday
Supervision Received: Receives general supervision from the department chair.

Direct Reporting Staff: Graduate Assistants, Work-study students, Program Supervisors

Salary: $1,908.09 Bi-Weekly

General Statement of Duties:
Provide operational support to the Chair of the Education Department and faculty, to meet departmental objectives; support programmers in areas of advisement, licensure requirements, program policies, documentation compliance, registration, and practicum procedures; take minutes at department meetings; support and coordinate licensure and accreditation requirements with the Associate Dean of Education Office; support and coordinate practica with Placement Officer; orient new adjuncts and practicum supervisors; coordinate and execute departmental governance; assist with the management of semester course offerings; coordinate and execute all aspects of advising, practicum, supervisor, and adjunct meetings; chair and department calendars; Maintain departmental budgets, process travel, order equipment and office supplies; coordinate all special events for the department; coordinate and assist in processing of personnel actions; manage documentation of waivers; coordinate and assist in faculty, adjunct, and staff searches.
Duties and Responsibilities:
Duties include but not limited to:

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, inputting TEC-GC, TEC, and Chair calendars, WPDS pre-practicum and practicum seminars, and advising/registration information.

  • Orient new faculty 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 the placement officer in practicum placements, by coordinating and managing practicum applications and supporting documentation to satisfy state and national regulations.

  • Prepare department governance by gathering information and collaborating with faculty to satisfy University regulations and state/national regulations.

  • Coordinate advising and practicum meetings by arranging for meeting sites, updating and providing tracking sheets, the MTEL Resource Guide, and practicum applications to 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 the hiring and management of practicum supervisors and responding to queries to support site supervisors 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.

  • Coordinate and manage the work of the Wavier Committee to ensure the satisfying of state and national requirements.

  • Support the Office of Teacher Education Licensure, Accreditation and Outreach in the maintenance of accreditation compliance with state and national licensure regulations.

  • Support department events including the Celebration of Teachers, Supervisor Roundtable Meetings, Portfolio Orientation and Portfolio Review by arranging for space, catering, and providing supporting documents.

Student Support

  • Coordinates and supports all licensure candidates in their programs.

  • Collaborates with the Dean and the Dean's assistant of CEHHS in areas of event planning, finance, and other departmental and student engagement initiatives.


Responsible for drop-off and pick up of departmental mail.

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 give and follow clear written and oral instructions.

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

  • Ability to exercise sound judgement and exercise discretion in handling confidential information.

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.


  • 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.*

  • 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.

  • NOTE: Educational substitutions will only be permitted for a maximum of two years of the required experience.

License and/or Certification Requirements:

  • None

Additional Information:
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:

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:
An online application is required. A resume and cover letter may be attached but this is not required.

Deadline: Review of applications will begin April 1, 2020. The job posting will be open a minimum of ten days and, if needed, will remain open until finalist 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.

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.

To apply, visit

*Please mention to employers when applying for this job*
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