Administrative Assistant IICampus Title: Administrative Assistant IIState Job Title: Administrative Assistant IIDepartment: Registrar's OfficeJob Code: H17X05FLSA Status: Non-ExemptFunding: 7107-0029Bargaining Unit: AFSCMEJob Type: Full-time PermanentTimeframe: 52 WeeksShift: Monday-Friday 9:00am-5:00pmRegular Days Off: Saturday and SundaySupervision Received: Reports to Associate RegistrarSupervision Exercised: NoneSalary: $2,312.28 Bi-WeeklyInternal Applicants onlyGeneral Statement of Duties:The Administrative Assistant II position will assist the Associate Registrar by managing and maintaining graduate records and overseeing various registration processes including the managing of records for undergraduate/graduate certificates, post-baccalaureate licensure and graduation clearance for both undergraduate and graduate students; apply course substitution to academic records. This person will work with the office of Community Education and CIT to coordinate the registrations for various non-credit programs. and partner with CIT to offer online comprehensive examinations. A significant part of the role involves running and analyzing reports to ensure the integrity of registration data. This person will provide information and assistance regarding academic programs to students, faculty, advisors, staff, and administrators; assist in the update and edit of the graduate catalog; assist in processing graduate student clearance for commencement. Provides direct service (in person, through phone calls, mail, email and front counter) related to student records and registration to students, families, faculty, staff, administration, and the general public.Duties and Responsibilities:Duties include but not limited to:Essential:• Assists with the registration process for new first year and transfer students as needed. Contacts students who have missing proof of residency forms, final transcripts and maintains registration holds accordingly.• File management of student academic records. Perform file review for active, withdrawn, and graduated students each semester.• Assists with in-person registration during add/drop, transfer registration and other registration events, as required throughout the year. Follow all academic and software restrictions; registering students into appropriate coursework and guiding students to the Advising office as needed.• Assists with semester and off-cycle grading as assigned, to include assisting faculty with grade submission, processing course withdrawals, and course repeats. Works to resolve errant grading issues, missing grades and academic review.• Serve as back-up support for production and monitoring of academic transcripts; produce enrollment and graduation verification requests. Processing money transactions and deposits.• Serve as back-up support for data reports from National Student Clearinghouse to verify that transcript requests are processed in a timely and accurate fashion, attending to errant information as needed; composes letters and documentation to verify student enrollment and graduation status for students and outside agencies.• Assists Associate Registrar with graduation clearance. Review student degree evaluations, update graduation coding with appropriate dates, and process diploma order forms in Banner.• Maintain the accuracy of UG, PB, and Graduate Degree Audits for all assigned student records by applying Registrar-level exceptions. Process curriculum substitution forms submitted by academic departments.• Receive and process all non-matriculated course registrations. Create new student records in Banner and send registration confirmation emails to students.• Register incoming MSW and PA students into first semester courses.• Required to maintain University communications standard of respectful, professional, and service-oriented written and verbal exchanges in all interactions, at all times.• Able to uphold WSU, Federal and Department of Education policies and procedures, integrity, and ethical standards. Maintain expert knowledge of university policies related to program requirements, registration, and student records.• Works independently on special projects as assigned, and performs other duties as assigned.• Provides support in all office functions, including, but not limited to coverage of front desk and phones on rotation, mail processing, responding to requests for official transcripts, commencement ceremonies, open houses, pre-registration, add/drop, and all other campus events as requested.Job Requirements:Qualifications Required at Hire: Internal Applicants only1. Knowledge of the principles and practices of office management.2. Knowledge of the methods of general report writing.3. Knowledge of the methods used in the preparation of charts, graphs and tables.4. Knowledge of the types and uses of general office equipment.5. Ability to understand, explain and apply the laws, rules, regulations, policies, procedures, specifications, standards and guidelines governing assigned unit activities.6. Ability to analyze and determine the applicability of data, to draw conclusions and to make appropriate recommendations.7. Ability to follow written and oral instructions.8. Ability to gather information through questioning individuals and by examining records and documents.9. Ability to write concisely, to express thoughts clearly and to develop ideas in logical sequence.10. Ability to assemble items of information in accordance with established procedures.11. Ability to determine proper format and procedure for assembling items of information.12. Ability to prepare general reports.13. Ability to maintain accurate records.14. Ability to prepare and use charts, graphs, and tables.15. Ability to communicate effectively in oral expression.16. Ability to give written and oral instructions in a precise, understandable manner.17. Ability to deal tactfully with others.18. Ability to exercise sound judgment.19. Ability to exercise discretion in handling confidential information.Qualifications Acquired on Job:1.Knowledge of the laws, rules, regulations, policies, procedures, specifications, standards and guidelines governing assigned unit activities.2. Knowledge of the proper telephone procedures for making and receiving agency calls.3. Knowledge of the types and uses of agency form.4. Knowledge of the laws, rules and regulations governing the state personnel system.5. Knowledge of state budgetary procedures relating to positions, salaries and personnel services.6. Knowledge of state accounting and budgetary procedures including terminology.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.Substitutions: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.NOTE: Educational substitutions will only be permitted for a maximum of two years of the required experienceLicense and/or Certification Requirements: N/AAdditional 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 https://www.mass.edu/forfacstaff/classificationspecs/home.asp.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 https://westfield.ma.edu/offices/hr-titleix-eo/benefits-wellness.Disabi… AccommodationsWestfield 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 (413) 572-8809 or visit us in the Horace Mann Building, 1st floor.Background CheckEmployment is contingent upon the successful completion and review of a background check. A criminal record will not automatically disqualify an applicant from consideration.To apply, visit https://apptrkr.com/6451705jeid-63a01fb3167d5c4a91e8b5e8b6852ee9