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Assistant to the Board of Trustees

Westfield State University
Massachusetts, United States
Salary Not specified
Start date
Nov 28, 2023

View more

Position Type
Executive, Chancellors & Presidents
Employment Level
Employment Type
Full Time

Assistant to the Board of Trustees

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 Board of Trustees
State Job Title: Staff Associate
Department: President's Office
Job Code: HA5310
FLSA Status: Exempt
Funding: 7115-0100
Bargaining Unit: NUP
Job Type: Fulltime Permanent
Timeframe: 52 Weeks
Shift: Monday-Friday 9:00 a.m. - 5:00 p.m.
Regular Days Off: Saturday and Sunday
Supervision Received: Receives supervision from the Special Assistant to the President on University Strategies and Chief of Staff.
Supervision Exercised: May provide direction to student workers.
Salary: $67,000.00-$72,000.00 (salary to commensurate with education and experience)

General Statement of Duties:
The Staff Associate, Assistant to the Board of Trustees, provides administrative support for the Board of Trustees and associated committees (executive, governance and nomination); also provides administrative support to the Director of Communications for the President; develops and manages annual budget for Board of Trustees; participates in the coordination of any event that will involve Board of Trustee members; also provides administrative support to the Office of the President.
Duties and Responsibilities:
Duties include but not limited to:
  • Provides administrative support to the Board of Trustees by coordinating meeting arrangements; sends public notice of all meetings as required by University Bylaws and Open Meeting Laws; maintains required public records; prepares and distributes meeting agendas and materials; obtains appropriate signatures on Board motions and minutes; maintains minutes of Board and committee meetings; maintains Board files; prepares and distributes materials/correspondence to and on behalf of the Board.
  • Serves as staff member for Board of Trustee Executive Committee.
  • Actively participates in the coordination of any event or meeting in which members of the Board of Trustees are expected to participate.
  • Develops and manages annual budget for the Board of Trustees.
  • Maintains a follow-up system to assure receipt of required information and timely completion of assignments. Oversees the maintenance and organization of all records for the Board of Trustees. Provides copy of Board meeting minutes and motions to Library for archives, uploads meeting material and minutes to Trustee webpage, and distributes copies of signed motions to appropriate departments.
  • Responsible for ordering and maintaining regalia/hoods for Board of Trustees.
  • Keeps informed of pertinent regulations and legislation as they affect public records and open meeting laws. Advises Board of Trustees on questions regarding open meeting laws.
  • Coordinates Board of Trustee swearing-in, orientation, training and/or retreats, including travel arrangements and travel reimbursements.
  • Manages and updates Board software, including uploading relevant meeting materials, notices and resources.
  • Trains Board members on Board software.
  • Maintains and updates Board grid.
  • Maintains inventory records of Board iPads.
  • Serves as back-up to other President's Office administrative staff, as required.
  • Provides coverage for President's Office Lobby (greeting and directing visitors and callers); serves as back-up for the reservation of the President's Board Room, Guest Suite, and President's Office car.
  • Assists other President's Office staff as necessary to complete departmental goals and objectives.
  • Performs other tasks as assigned.


Required Qualifications:
  • Bachelor's Degree
  • A minimum of three years of experience in a high-level administrative support position.
  • Strong written and oral communication skills.
  • Strong organizational skills and attention to detail/accuracy.
  • The ability to work with a variety of people in a positive, congenial and professional manner.
  • Excellent computer skills.
  • Ability to take initiative, make decisions, exercise independent judgment, communicate effectively, and maintain confidentiality at all times.
  • Ability to compose letters, gather information for and prepare reports, maintain accurate records, and give written and oral instructions.
  • Ability to meet expectations for weekend and evening commitments (i.e., commencement and meetings)

Additional Information:


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 11 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 jeid-3e3a71e02164dd459ff0c20c0c7f626e

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