Administrative Assistant II / Institutional Advancement

Administrative Assistant II / Institutional AdvancementCampus Title: Administrative Assistant IIState Job Title: Administrative Assistant IIDepartment: Institutional AdvancementJob Code: H17X05FLSA Status: Non-ExemptFunding: 7115-0100Bargaining Unit: Classified, AFSCMEJob Type: Full-Time PermanentTimeframe: 52 WeeksShift: Monday-Friday 8:30am to 4:30pmRegular Days Off: Saturday and SundaySupervision Received: The Administrative Assistant II receives general supervision from the Executive Director of Institutional Advancement and the Westfield State University Foundation.Supervision Exercised: The Administrative Assistant II may supervise interns and work study students.Salary: $2,266.94 Bi-WeeklyGeneral Statement of Duties:The Administrative Assistant II provides administrative support to the Executive Director of Institutional Advancement and the Westfield State University Foundation. The Administrative Assistant works alongside fundraisers, University colleagues and external constituents to support and maintain programs and activities consistent with securing philanthropic support for the University. Primary responsibilities include administrative support to the Executive Director and their direct reports including, but not limited to, arranging travel/processing associated reimbursements; preparing contracts and purchase orders; processing invoices; coordinating Foundation meetings including assisting with development of agendas, communicating with Directors, reserving space, ordering services (media, catering, etc.,) preparation and distribution of meeting materials and taking/transcribing meeting minutes. Maintains the Executive Director's calendar. Assists in preparation and day of support at division events.Duties and Responsibilities:Duties include but not limited to:Essential:• Provides administrative support to the Executive Director of Institutional Advancement and WSUF and their direct reports processing all paperwork relative to travel, conference attendance, requisitions/purchase orders, invoices, Foundation Request to Pay forms, and procurement card reconciliation. Maintain the Executive Director's calendar.• Provides administrative support to the Executive Director of Institutional Advancement and WSUF in their role as the Executive Director of the Westfield State University Foundation Board of Directors. This includes working closely with the ED to maintain compliance as a 501(c)3 as necessary; schedule meetings; reserve space; order services; timely preparation and distribution of meeting materials; update yearly forms and distribute/collect from BOD; take/transcribe meeting minutes; communicate with BOD.• Develop appropriate personalized correspondence in support of directors of development and gift officers per direction.• Ensures departmental compliance with all University accounting, purchasing, and travel policies.• Track and accurately invoice individuals and corporations in support of fundraising efforts.• Assist as needed with special fund-raising, donor cultivation and donor stewardship events such as dinners, receptions, or similar.• Perform and produce work with a high level of accuracy.• Ability to work independently.• Assist in maintaining copier and office supplies.• Delivers mail to and from the mailroom.Job 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.• Possess excellent organizational skills with the ability to be attentive to detail, perform work with high level of accuracy and manage multiple tasks at one time.• Ability to exercise sound judgment.• Ability to monitor work processes, including planning processes and coordinating activities of multiple constituents.• Ability to exercise discretion in handling confidential information.Qualifications Acquired on Job:• Proficiency in the use of computer hardware and software used in the division including Microsoft Office suite, Raiser's Edge, Award Management, Banner, EMS.• A solid understanding and working knowledge of data integrity practices and contemporary fundraising practices.• Thorough understanding of departmental/University/state policies, procedures, rules, and regulations pertaining to activities in the division.Minimum Entrance Requirements:• Must have at least three years of full-time, or equivalent part-time, experience in office management, office administration, business administration or business management, or any equivalent combination of the required experience and the substitutions in the state job specifications.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/6155637jeid-1b48bfc989a44b4c819ad27f8d2bb7d3