Assistant to the

Dean, DGCE Category:

Professional/Executive Subscribe:

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DIVISION OF GRADUATE AND CONTINUING EDUCATION

Locations:

Westfield, MA Posted:

Aug 19, 2026

Closes:

Open Until Filled Type:

Full-time Salary Type:

Annually Salary Range:

$60,000.00

• $66,000.

00

Position ID:

203926

Share 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

Dean, DGCE State Job Title:

Staff Associate Department:

Division of Graduate and Continuting Education (DGCE)

Job Code:

HA5310 FLSA

Status:

Exempt Funding:

7107-0029

Bargaining Unit:

Non-Unit Professional (NUP)

Job Type:

Full-Time Permanent / On-campus position

Timeframe:

52

Weeks Shift:

Monday

• Friday 8am to 4pm

Regular Days Off:

Saturday and Sunday Supervision Received:

Receives direct supervision and specific assignments from the Dean of the Division of Graduate and Continuing Education.

Supervision Exercised:

None Salary:

$60,000 to $66,000 Annually (commensurate with education and experience)

General Statement of Duties:

The Assistant to the Dean serves as the principal administrative and operational support professional for the Division of Graduate and Continuing Education (DGCE), providing comprehensive, high-level administrative support to the Dean while coordinating complex operational, financial, and personnel processes across the Division. The position is responsible for gathering, synthesizing, analyzing, and maintaining confidential information; preparing reports of moderate complexity; coordinating calendars, correspondence, meetings, and division-wide initiatives; and serving as a liaison between the Dean and academic department chairs, program area chairs, faculty, Academic Affairs, Human Resources, Payroll, MSCA-DGCE, and other university offices. A significant responsibility of the position is coordinating the full lifecycle of faculty appointment and compensation processes. The Assistant to the Dean prepares, reviews, tracks, distributes, and completes a high volume of faculty contracts, appointment letters, compensation documents, course evaluations, and related personnel records while ensuring compliance with University policies and the

MSCA-DGCE

collective bargaining agreement. The position must ensure all contracts are accurately completed within contractual timelines while simultaneously fulfilling the operational and administrative responsibilities of the Division. The Assistant to the Dean exercises a high degree of independence, professionalism, sound judgment, discretion, and confidentiality while managing multiple priorities in a fast-paced environment and providing exceptional customer service to internal and external constituents.

Duties and Responsibilities:

Duties include but not limited to:

Essential:

Assists the Dean in all aspects of the day-to-day operations of DGCE; coordinates the flow of information and materials between the Dean, Assistant Dean, faculty, department chairs, program area chairs, Academic Affairs, Human Resources, Payroll, MSCA-DGCE, and other university offices. Provides high-level, confidential administrative support to the Dean, including managing and prioritizing inquiries; coordinating appointments and calendars; organizing meetings; managing correspondence, telephone and email communications; coordinating travel; preparing meeting materials; and serving as the primary point of contact for administrative matters. Coordinates and manages the faculty appointment process by preparing, reviewing, tracking, distributing, executing, and maintaining hundreds of faculty contracts, appointment letters, compensation documents, and related personnel records while ensuring compliance with University policies and the timelines established by the

MSCA-DGCE

collective bargaining agreement. Manages data using university information systems and databases, including Banner, Argos, Explorance and prepares reports to support division operations, planning, budgeting, enrollment management, and personnel administration. Processes financial transactions including purchases, travel reimbursements, procurement documentation, budget transfers, and accounts payable transactions; develops and maintains detailed financial, contract, and operational tracking systems using Microsoft Excel and prepares reports to support informed decision-making. Assists the Dean in monitoring, reviewing, reconciling, and maintaining DGCE operating budgets and prepares financial reports as requested. Reviews, organizes, and maintains confidential personnel records and documentation related to faculty appointments, compensation, contracts, course evaluations, grievances, complaints, and other sensitive personnel matters while ensuring accuracy, compliance, and confidentiality. Manages special projects and division initiatives to support the successful implementation of academic programs, operational improvements, strategic priorities, and university initiatives. Works in collaboration with University Marketing and other campus offices on advertising materials, communications, and marketing timelines. Coordinates and organizes division-wide academic celebrations, recognition events, and other special events. Responds to inquiries regarding courses, academic processes, division operations, and university procedures while providing exceptional customer service to students, faculty, staff, and external constituents. Refers matters to the Dean, Assistant Dean, faculty, or department leadership as appropriate.

Requirements:

Qualifications Required:

Associate's degree plus three years of progressively responsible administrative experience supporting executive-level leadership, preferably in higher education. Knowledge of the principles and practices of office administration and organizational management. Demonstrated ability to manage multiple competing priorities while maintaining exceptional attention to detail and meeting strict deadlines. Demonstrated experience coordinating confidential personnel and employment-related processes. Demonstrated proficiency with the Microsoft Office Suite, including Excel, Word, Outlook, PowerPoint, SharePoint, OneDrive, and Microsoft Forms. Demonstrated proficiency using DocuSign or similar electronic document management and signature platforms. Demonstrated ability to develop and maintain complex Microsoft Excel spreadsheets for budgeting, contract management, reporting, and operational tracking. Ability to learn and effectively utilize Banner, Argos, Explorance, and other university enterprise systems. Ability to prepare reports and analyze administrative and financial information. Ability to maintain accurate records with a high level of precision. Ability to communicate effectively, both orally and in writing. Ability to write clearly, concisely, and logically. Ability to interpret and follow written and oral instructions. Ability to exercise sound judgment and discretion in handling highly confidential information. Ability to establish and maintain effective working relationships with individuals from diverse backgrounds. Ability to provide exceptional customer service while exercising professionalism, diplomacy, and tact.

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. 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 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. Frequently Asked Questions (FAQs) Powered by