Administrative Assistant II, Honors Program

Administrative Assistant II, Honors ProgramCampus Title: Administrative Assistant II, Honors ProgramState Job Title: Administrative Assistant IIDepartment: Academic AffairsJob Code: H17X05FLSA Status: Non-ExemptFunding: 7115-0100Bargaining Unit: AFSCMEJob Type: Full-time, PermanentTimeframe: 52 WeeksShift: Monday-Friday 9:00am-5:00pmRegular Days Off: Saturday and SundaySupervision Received: The Administrative Assistant II reports to the Associate Provost. Also receives general supervision from the Honors Program Director/Honors Program Area Chair (HPAC).Supervision Exercised: Supervises work study students and assists with supervision of Honors Program student interns enrolled in HNRS0390, including Newsletter Student Editor, Social Media Student Manager, Community Service Student Coordinator.Salary: $2,312.28 Bi-WeeklyGeneral Statement of Duties:Assist the Honors Program Director/Honors Program Area Chair and the Honors Advisory Council (HAC) in coordinating recruitment, admissions, and public relations; managing logistics for events and programs sponsored by the Honors Program; supervising student workers; maintaining accurate records; managing finances; providing general administrative oversight for the Program; assisting the Director/HPAC with special projects; manager and lead editor of the HP Newsletter, The Squirrel Squire (published twice a year). Additionally, during the summer months the Admin may be assigned to provide administrative support to other offices within Academic Affairs.Duties and Responsibilities:Duties include but not limited to:Essential:• Recruitment and Admissions Coordinate recruitment and admissions processes for potential Honors Students; oversee development of brochures, displays, emails, etc., to promote Honors Program; communicate with incoming, current, and transfer Honors Program students; assist HPAC and HAC to develop and implement Honors recruitment, orientation, and welcoming events; supervise Honors student volunteers and workers in carrying out tasks related to recruitment and admissions events.• Events Logistics Manage logistical details for and assist with events sponsored by the Honors Program, such as Honors course trips, Honors guest speakers including contract preparation and payment, Honors conference travel and participation, New Student Orientation events, Early Move-In Weekend events, social events in the Honors Center and Honors Housing Unit, faculty and student workshops in Honors Center, Commonwealth Honors Project (CHP) Presentations, Student Honors Associates (SHA) events, etc.• Honors Program Logistics Assist with New Student Orientation and Registration; run reports on enrollment and work with Director/HPAC and HAC on course scheduling; monitor students' progress in the Honors Program; communicate with Department Chairs regarding Honors early advising/priority registration; communicate and maintain membership with state, regional, and national Honors entities; assist with Graduation and Commencement logistics: track eligibility, order and distribute cords and medals, communicate with Registrar's Office regarding graduation status.• Purchasing/Accounts Payable/Budget Preparation Create and maintain Excel spreadsheets to track all purchases and expenditures from the Honors Program budget and other funds that come to the Honors Program, such as grants; use Banner System to request purchases and process Authorizations to Pay for payment; purchase office supplies from WB Mason; verify goods/services received and resolve discrepancies with vendors; assist Director/HPAC with budget preparation by researching costs for budget requests and preparing budget paperwork.• General Clerical/Administrative Support Monitor daily activities of offices, including maintenance of all student and program files, attendance records for work-study students; compose and produce variety of correspondence and reports; maintain appropriate office supply inventory; exchange information with other departmental administrative assistant in order to improve work methods and techniques and to keep current on new technologies; assist Director/HPAC in transition.• Supervision Interview, hire, train, and process timesheets for work-study students; distribute assignments and monitor progress. Assist the Director/HPAC with supervision of Honors Student Interns including Newsletter Student Editor, Social Media Student Manager, Community Service Student Coordinator.• Registration/Add Drop Assistance and Special Projects Assist each semester with student registration and add/drop. Register Honors students into Honors classes. In coordination with the Director/HPAC, communicate with faculty, departmental administrative assistants, and Department Chairs to facilitate and support departmental advising for Honors students.. Plan and coordinate program events; reserve facilities; arrange for catering; and design and email invitations, flyers, programs and posters; maintain digital photo repository of student events.• Provide service and assistance to students, Honors Program faculty, and CHP Committee members; respond to inquiries and refer to appropriate university staff when necessary.• Other duties as assigned.Non-Essential:• Pick up and deliver mail and copy center requestsJob Requirements:Qualifications Required at Hire:• Ability to follow written and oral instructions in the English language.• Ability to communicate effectively both orally and in writing.• Ability to establish and maintain harmonious working relationships with others; must have ability to deal tactfully with others.• Knowledge of standard clerical and office practices, skill in operating standard office equipment.• Ability to be attentive to detail, ability to perform work with high level of accuracy.• Ability to exercise sound judgment.• Ability to monitor work processes, including planning processes and coordinating activities of multiple constituents.• Ability to manage multiple tasks at one time.• 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 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/6692098jeid-f263e8bb76886e46b5c59ca1fb0aceeb