Assistant to the Associate Provost
Westfield State University

Assistant to the Associate Provost


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: Assistant to the Associate Provost
State Job Title: Staff Associate
Department: Academic Affairs
Job Code: HA5310
FLSA Status: Exempt
Funding: 7115-0100
Bargaining Unit: NUP
Job Type: Full-Time Permanent
Timeframe: 52 Weeks
Shift: Monday-Friday, 9:00 am to 5:00 pm
Regular Days Off: Saturday and Sunday
Supervision Received: Receives direct supervision and specific assignments from the Associate Provost, Academic Affairs.
Supervision Exercised: Student workers; graduate assistants.
Salary: $60,000.00 to $65,000.00 (Salary commensurate with education and experience)

General Statement of Duties: The Assistant to the Associate Provost is responsible for supporting the day-to-day operations of the Office of the Associate Provost, as well as providing administrative support to the Associate Provost, including gathering, synthesizing, and analyzing information, preparing reports of moderate complexity, as well as calendar management, correspondence, and meeting preparation. Acts as a liaison between the Associate Provost and others within the division of Academic Affairs and the wider University; contributes to the development, monitoring, and maintenance of the budget of the Associate Provost. Importantly, the Assistant to the Associate Provost reviews and organizes various personnel matters and other confidential materials, which may pertain to employee compensation, faculty contracts, complaint management, and grievance resolution. Is responsible for hiring, supervising, and assigning work to student employees including graduate assistants. The Assistant to the Associate Provost may at times be asked to provide supplemental support to the Provost and Vice President of Academic Affairs.

The Assistant is required to work independently and interact with internal and external constituencies in a fast-paced environment, remaining flexible, proactive, resourceful, and efficient with a high level of professionalism and discretion.

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

• Assists the Associate Provost in all aspects of the day-to-day operations of their office; coordinates the flow of materials between the Associate Provost, their direct reports, and other University offices. Oversees the organization of all documentation and files produced during the work of the offices.
• Provides high-level, high-touch, and confidential administrative support to the Associate Provost - including, but not limited to: managing, prioritizing, and addressing inquiries to the Associate Provost from internal/external constituencies; leveraging the Dean's office team by deploying internal/external inquiries to the appropriate team member; scheduling appointments and managing the Dean's and division-wide calendars; coordinating meeting arrangements; managing phone and email inquiries; managing travel arrangements, and; serving as the primary point of contact for administrative staff matters.
• Hires, supervises, and manages activities of student workers for the office.
• Manages data using relevant systems/databases; runs reports relevant to the functions of the office and divisional planning using institutional reporting tool, including confidential matters and materials.
• Responsible for processing all financial transaction paperwork, such as: purchases, travel, budget tracking and resolution of purchasing and account payable issues. Uses Microsoft Excel to track purchases and expenditures for the office budget and Associate Provost travel expenses.
• Periodically reviews, at the request of the Associate Provost, the office budget(s).
• Reviews and organizes various personnel matters and other confidential materials pertaining to employee compensation, faculty contracts, complaint management, and grievance resolution.
• Manages special projects for Office of the Associate Provost to expedite the successful and timely implementation of initiatives related to the University's academic programs and the strategic plans of the division of Academic Affairs.
• Supports the planning and organization of division wide academic celebrations.
• Provides excellent service to a variety of on and off campus constituents. Also, responds to public inquiries in a friendly, professional, courteous, and informed fashion, forwarding questions to the Associate Provost or others within Academic Affairs when appropriate.
• Faculty/Librarian Mini-Grants: Coordinates all Mini-Grants internal grant paperwork, maintains spreadsheets, schedules meetings and completes all reimbursements to faculty and students as needed for each award.
• Guest Lecture Series: Coordinates all Guest Lecture Series internal paperwork, maintains spreadsheets and completes all reimbursements to guest lecturers.
• Undertakes other responsibilities appropriate to the role as assigned.

Requirements:

Qualifications Required:

• Associate's degree plus three years of commensurate experience supporting a high-level administrative position.
• Knowledge of the principles and practices of office management.
• Ability to follow written and oral instructions.
• Ability to maintain accurate records.
• Ability to prepare general reports.
• Ability to communicate effectively in oral expression.
• Ability to be attentive to detail and perform work with high level of accuracy.
• Ability to write concisely, to express thoughts clearly and to develop ideas in logical sequence.
• Ability to give written and oral instructions in a precise, understandable manner.
• Ability to deal tactfully with others.
• Ability to establish rapport and maintain harmonious working relationships with persons from varied ethnic, cultural and/or economic backgrounds.
• 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 with coverage effective on the 1st of the month following the 60 days of employment.
• 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 (413) 572-8809 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 on-line application is required. The successful candidate must submit an official transcript at the time of hire. Interested candidates should electronically attach the following documents:

• Resume
• Cover Letter
• Contact information for three references *
• Copy of unofficial transcript of highest degree

* Provide the contact information for reference providers in the reference section of the online application.

Deadline: The job posting will be open a minimum of ten days and, if needed, will remain open until finalists 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.



To apply, visit https://westfield.interviewexchange.com/jobofferdetails.jsp?JOBID=173649&CNTRNO=7&TSTMP=0





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