Division III Assistant - Hall of Science

WHITMAN COLLEGE

Located in the historic community of Walla Walla, Whitman’s vibrant and beautiful tree-lined campus is home to an intellectually diverse, dynamic, welcoming and supportive community of some 500 staff and faculty serving approximately 1,500 students from the local region and across the globe. With exceptional students, accomplished faculty and staff, and a fiercely loyal and growing number of engaged alumni, Whitman College continues to build on its national reputation for academic excellence as one of the top liberal arts colleges in the country.  

Whitman College is cultivating a community built on inclusion and belonging. We recognize the value of those who can offer historically underrepresented perspectives and encourage applications from those whose background, knowledge, and insights from lived experience can add to the college’s working and learning environment. Whitman College is an Equal Employment Opportunity employer (EEO).

STARTING SALARY

The successful candidate can expect to start at $45,867 per year, commensurate with experience.

POSITION PURPOSE

The Division III Assistant in the Hall of Science makes administrative decisions and implements office operations under general direction and with authority delegated by the Division III Chair. Administrative and budget support is provided to approximately 50 faculty and 12 staff members. Generally, and without direct supervision, the Division III Assistant will exercise independent judgment within established procedures and appropriate  guidelines and standards, handling details and issues on own initiative. This position supports Whitman College's commitment to fostering an inclusive and equitable environment that values diversity among students, faculty, staff, and community members.

PRINCIPAL ACCOUNTABILITIES

Administrative & Communication Support

• Assist the Division Chair in matters pertaining to personnel, budget development, building maintenance, scheduling, and meetings including assisting with agendas, recording minutes and maintaining records.
• Assist Division and Department Chairs with scheduling, memoranda, reports, and other documents. Prepare thank you letters for all gifts received to departments and programs in the Hall of Science. 
• Support departmental and program communications, including formatting newsletters and sending announcements.
• Assist faculty with hosting guest speakers and creating promotional materials such as posters and flyers.
• Act as receptionist for building. Be available to help visitors navigate the building (providing building maps, post welcome signs on visitors days, etc.)
• Assist with communications and events associated with the STEM Hub, including maintaining the digital announcement board. Assist faculty and staff in organizing events or programs that promote diversity, equity, inclusion and antiracism in STEM fields
• Provide administrative support for faculty and staff, including placing work orders, facilitate communications with other departments and programs on campus.
• Maintain office supplies and equipment, including photocopiers and printers.

Budget & Financial Management

• Process invoices and maintain accurate financial records for department budgets.
• Assist faculty and staff with purchasing, Chrome River, and reconciling expenses.
• Support budget planning and expenditure tracking for Division III budgets, and faculty and staff, including year-end fiscal tasks.
• Assist in organizing and tracking SERF requests.

Travel & Event Coordination

• Arrange travel for faculty and guest lecturers, including booking airfare, lodging, and handling reimbursements.
• Coordinate and assist in making travel arrangements for conferences and events that include student participation, e.g. Murdock Science Research Conference and other events.
  • Handle communications with the Murdock Trust for the MSRC.
• Assist in faculty searches by scheduling candidate visits, overseeing itineraries, and support interview logistics.

Facilities & Building Maintenance

• Monitor and address building maintenance needs, including cleanliness, furniture layout, and display upkeep.
• Serve as a liaison to the Custodial Staff, the Physical Plant for infrastructure, and Whitman Security for security issues.
• Oversee updates to directories, signage, and room schedules.

Academic & Student Support

• Assist faculty and staff with scheduling and disseminating information and announcements for student-centered events such as oral exams and senior seminars.
• Maintain group email lists, e.g., Div3 faculty, staff, students. Also for departmental majors, if needed.
• Proctor make-up exams for students.
• Schedule classroom use and maintain the master room schedule in coordination with the Registrar.
• Assist with student payroll setup and supervise WEB-based systems.
• Help coordinate poster printing for events that involve multiple students and/or faculty (Murdock, WUC, Admissions events).
• Work with the Astronomy chair to schedule planetarium visits. Assist other faculty with similar outreach scheduling and building tours.

Leadership & Supervision

• Demonstrate leadership in promoting and implementing inclusive practices in administrative and operational processes within the Hall of Science. Take a leadership and active role in building displays and signage.
• Review classrooms and common areas to identify maintenance issues. Coordinate with Physical Plant personnel and other administrative groups on issues related to facilities and building maintenance, and communicate needs with custodial staff (e.g., carpets that need to be cleaned, etc.).
• Maintain an updated procedures manual for administrative tasks.

Miscellaneous Responsibilities

• Distribute mail and packages for faculty and staff. Assist in communications to the mailroom (e.g., special shipment alerts.
• Support summer projects, such as summer employment, lists of students working in the building, update phone lists, mailboxes and directories. 
• Support special projects, like preparing office spaces for incoming faculty or visitors. 
• Maintain alumni lists and foster engagement through Google Listservs or similar platforms.

REQUIRED KNOWLEDGE, SKILLS & ABILITIES

Must be able to explain and/or demonstrate possession of the knowledge, skills, and abilities to safely perform the essential functions of the job, with or without reasonable accommodation. Specifically,

• Ability to positively and actively contribute to the College’s core values of diversity, equity, inclusion and antiracism.
• Demonstrate extensive knowledge of accounting and reconciliation procedures. Ability to track  and establish record keeping/filing systems for monitoring financial records. 
• Demonstrate high level of computer skills and the ability to learn specialized campus software  and web-based applications. 
• Essential communication skills, both oral and written, are necessary to diplomatically relate to faculty, administrators, students, parents, visitors, other campus departments and outside constituencies. Must be able to deal with emergencies and complaints while maintaining a caring and cooperative relationship. 
• Ability to work in an open office setting with frequent interruptions from telephone calls, faculty, staff, students, parents and visitors to the Hall of Science. The ability to work under pressure, handle multiple tasks and prioritize is essential. 
• Demonstrate extensive knowledge of, or readiness to learn about College organization, procedures, and standards, or readiness to develop such knowledge. 
• Demonstrate administrative level office skills including spelling, proofreading, and the ability  to compose or draft correspondence.

MINIMUM QUALIFICATIONS

• 4 years’ work experience in a related field or equivalent education. 
• Excellent computer skills, attention to detail, and confidentiality.
• A congenial attitude, superb organizational skills, and the ability to remain effective during frequent interruptions and periods of high workload. 
• Excellent interpersonal, language and communication skills, as well as an awareness of the sensitivities of others. 
• General awareness of the importance of the image of the College and the ability to communicate effectively.

PREFERRED QUALIFICATIONS

• Thorough knowledge of word processing and spreadsheets, advanced computer skills.

Please note that while the description details both required and preferred qualifications, we want applicants to be aware that they do not need to have all of the preferred qualifications to be considered for this position. If you meet the minimum qualifications and have passion for the work, you are encouraged to apply.

BENEFITS 

Whitman College offers a competitive benefits program that is designed to attract qualified candidates and retain talented employees. Full-time employees enjoy the following benefits:

Medical/Dental/Vision Insurances.

Basic life, accidental death and dismemberment and long term disability insurances with the capability to elect additional voluntary coverage.

403(b) Defined Contribution Retirement Plan with a 10% matching contribution after eligibility requirements are met.

Paid Time Off: 10 accrued vacation days, 12 accrued sick days, 13 paid holidays.

Tuition Remission – Dependent Children.

Employee tuition waiver for two Whitman courses per semester.

Employee Assistance Program.

Learn more about benefits eligibility here. 

DISABILITY ACCOMMODATION FOR JOB CANDIDATES

Contact Human Resources regarding requests for disability accommodation in the employment application process.

APPLICATION REVIEW

Application review will begin on January 13, 2025 and continue until the position is filled. 

START DATE

February 2025

Salary : $45,000 - $47,000