Administrative Assistant II / BiologyCampus Title: Administrative Assistant II / BiologyState Job Title: Administrative Assistant IIDepartment: BiologyJob Code: H17X05FLSA Status: Non-ExemptFunding: 7115-0100Bargaining Unit: Classified, AFSCMEJob Type: Full-Time PermanentTimeframe: 52 WeeksShift: Monday-Friday, 9am to 5pmRegular Days Off: Saturday and SundaySupervision Received: Receives general supervision from the Department Chairs of Biology and Environmental Science.Supervision Exercised: Federal Work Study students.Salary: $2,266.94 Bi-WeeklyGeneral Statement of Duties:Provides administrative support to chairs of Biology and Environmental Science departments, as well as full-time/part-time faculty and lab technicians.Duties and Responsibilities:Duties include but not limited to:Essential:• Monitor Biology Dept. activities to ensure that operations are in compliance with established standards.• Manage budgets for Biology, Environmental Science, Tri-Beta Honor Society and Marine Biology field trip; contact vendors for price verifications and process purchase requisitions; assist lab technicians with phone orders and lab set-up as needed; accept deliveries and distribute; troubleshoot delivery problems; process Authorization to Pay forms for payment of invoices.• Assist students by distributing forms, collecting course work, unlocking classrooms, and giving general information; proctor exams for faculty as needed; provide orientation for new faculty as to department and University policies and procedures; post class cancellations; and maintain contact lists for faculty and staff. Email job and internship opportunities to students.• Prepare, distribute, collect and organize student evaluation forms each semester and create SIR report for submission to Academic Affairs; review, analyze and prepare reports; respond to inquiries for information concerning Biology Department activities; confer with agency staff in order to exchange information to coordinate efforts and obtain information concerning agency programs and activities.• Prepare and send recruitment letters to prospective students. Prepare materials for prospective student visits and accepted students days.• Create and post faculty schedules and distribute to Chairs as requested. Post classroom schedules outside classroom doors.• Collect syllabi from faculty, upload to flashdrive, and deliver to the Dean's office. Prepare ATP's and submit reimbursements for faculty, staff, and students. Pick up supplies and materials from local vendors.• Update faculty advisor lists each semester in Banner; post advisor lists on the department bulletin boards; accept completed schedules from students and assign PIN numbers; assist Registrar's Office with registration and add/drop sessions; create various reports to provide information to department chairs and faculty members.• Assist Department Chairs with collection of course scheduling and annual report materials. Complete visiting lecturer reappointment forms and submit to chairs for approval.• Order and maintain office supplies and copier supplies for department; arrange for copier service as needed; daily pick up, delivery and distribution of mail, packages and completed photocopy orders.• Hire and process Federal Work Study student paperwork. Create and maintain Federal Work Study student handbook.• Create Environmental Science senior survey and distribute to graduating Environmental Science students. Create Senior Symposium program booklet.• Process room reservation requests through EMS; arrange for catering and process requests for media services.• Submit weekly attendance for department faculty and staff. Monitor and approve Federal Work Study students reported time in HR/CMS self-service.• Assist with logistics for the Marine Biology field trip. Collect and deposit student fees, reserve vans, and assist faculty with travel requisitions. Collect and deposit fees for Tri-Beta Honor Society, submit membership, order forms, and student dues to the Tri-Beta national office.• Summer duties: Work in the Office of Academic Affairs to support student retention in the natural and health sciences. Activities include: student communication; registration of new and returning students; assist department chairs with course scheduling; communications with faculty; new student orientation; and ordering supplies. Other duties as assigned by the Dean/Associate Dean.Job Requirements:Qualifications:• 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 standard clerical and office practices; skill in operating standard office equipment.• Ability to be attentive to detail and 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/6155631jeid-672e9eb77bc2a44492cdd47de2fcb905