Administrative assistant

Posting Details Working Title Administrative Assistant 4 - HAMLL Posting Number 2024073CP Position Information Classification Title Admin Assistant 4 Classification Code 105H RCW Exemption Criteria No Exemption EWU Position Number C99953 CUPA Code FLSA Non-Exempt Bargaining Unit BU 2 % Full Time 100% Salary / Wage Range CS - 46 Salary Information The salary for this position is $48,960 (minimum) up to $56,712.

Where the hired candidate will begin within this range is dependent on education, experience, and skills. Anticipated Start Date As Soon As Possible Term of Appointment 12 months Location Cheney, WA County Spokane Project Description N / A Project Duration N / A Background Check Yes - Both Responsible HR User Saundra Godin Responsible HR User Email address sgodin@ewu.

edu Position Details Job Summary The College of Arts, Humanities and Social Sciences , along with the History, Anthropology, and Modern Languages & Literatures Department (HAMLL) at Eastern Washington University is currently seeking skilled and team-oriented applicants for our Administrative Assistant 4 position.

This is a 100% full-time Administrative Assistant 4 position that will serve as the executive assistant on administrative matters in support of the Chair, Program Directors, faculty, and students of the HAMLL Department on Eastern Washington University’s Cheney campus.

This position will perform higher-level administrative duties of a substantive nature that have been delegated to the position to perform.

This position reports directly to the Department Chair and equally supports the History Programs, Anthropology Programs, Modern Languages Programs and Literatures Programs.

It is expected to exercise independent judgment in interpreting and applying rules and regulations to resolve problems, advise faculty and staff regarding applicable policies and procedures, and recommend alternative courses of action.

Position serves as a resource for the department and ensures work of position and department staff are in conformance with regulations, policies, and standards.

EWU is committed to supporting and promoting a diverse workforce and encourages applicants from diverse backgrounds to apply for this position.

See Job Duties section for detailed description of the position’s responsibilities. The salary for this position is $48,960 (minimum) up to $56,712.

Where the hired candidate will begin within this range is dependent on education, experience, and skills. In addition to salary, the university offers a comprehensive benefits package including health insurance, life and disability insurance and retirement.

In addition, EWU offers generous vacation and sick leave accruals, 12 paid holidays per year and fringe benefits, such as tuition waiver for employees and eligible family members, discounted EWU sports tickets, full access to our campus workout facilities at a minimum fee and free transportation through STA buses.

For additional information regarding insurance benefits please see our Benefits page : .

EWU expands opportunities for personal transformation through excellence in learning. About Eastern Washington University Eastern Washington University, a regional, comprehensive public university with an enrollment of over 10,000 students, is one of six state-funded four-year institutions of higher education in Washington, each governed by its own board of trustees.

EWU’s 300-acre main campus is located in Cheney, a community of 12,000 residents 16 miles southwest of Washington’s second largest city, Spokane.

Eastern also offers programs in downtown Spokane at the innovative, energy-efficient Catalyst building, the SIERR building which is a hub for research, development and advancement of health sciences, and at Riverpoint, a campus shared with Washington State University.

In addition, EWU programs can be found at select locations throughout the state, aligned with the needs of the community.

Eastern contributes to the vitality of the region and the state through its wide array of bachelor’s and master’s degrees in over 100 fields of study, as well as applied doctorates in physical therapy and educational leadership, offering accessible pathways to career success and personal development to students of all socioeconomic and cultural backgrounds.

Eastern Washington University has been recognized for its commitment to helping undergraduate students learn, grow and succeed by Colleges of Distinction , a nationally trusted resource guide for college-bound students.

The honor recognizes Eastern as a ’22-’23 College of Distinction (CoD).Money magazine recently named EWU as one of its Best Colleges in America 2023 .

Tribal Land Acknowledgement

Eastern Washington University resides within the traditional homelands of the Spokane People and other tribes who are connected through their shared history of this region.

This land holds their cultural DNA and it is their Ancestors who are here and bring forth the knowledge of this place the knowledge that comes from the land.

Diversity Statement EWU does not discriminate in its programs and activities on the basis of race, color, creed, religion, national origin, citizenship or immigration status, sex, pregnancy, sexual orientation, gender identity / expression, genetic information, age, marital status, families with children, protected veteran or military status, HIV or hepatitis C, status as a mother breastfeeding her child, or the presence of any sensory, mental, or physical disability or the use of a trained guide dog or service animal by a person with a disability, as provided for and to the extent required by state and federal laws.

Conditions of Employment This position, during the course of university employment will be involved in the receipt of, or accountability for, university funds or other items of value;

as well as the unsupervised access with the developmentally disabled, vulnerable adults or children under the age of 16.

The offer of employment is contingent upon successful completion and passing of a background check prior to beginning employment.

All new employees must comply with EWU Immunization Policy 602-02 and provide proof of immunity or vaccination to MMR before beginning work at EWU.

Waivers for the immunization requirements are available for medical or sincerely held religious beliefs.This position is covered by the Washington Federation of State Employees’ Collective Bargaining Agreement : https : / / in.

ewu.edu / hr / wp-content / uploads / sites / 40 / 2023 / 06 / WFSE-EWU-CBA-Barg.-Units-1-and-2-FINAL-2023-2025.pdf All new faculty and staff are required to complete DEI / Title IX / Hazing Training for employees.

This should be completed as soon as possible, but no later than the first few weeks of your hire. You can access the online training here or complete the training in person or via Zoom.

In person and Zoom training opportunities will be posted on InsideEWU and are listed on Human Resources’ site https : / / inside.

ewu.edu / hr / training-resources / . Physical Demands Contact Human Resource Services at hr@ewu.edu to obtain a copy of the Essential Functions Analysis which will describe conditions of employment, such as physical and mental demands.

Pre-Placement Physical No Hearing Test No Medical Monitoring Post Hire No Protective Equipment University, local, regional and state mandates for public and personal protection should be followed as needed. Required Qualifications

• Bachelors (any field). Additional years of administrative experience may be substituted for the degree on a year-for-year basis.
• Minimum three (3) years of progressively responsible administrative work experience; experience must demonstrate abilities in all the following areas : Work is beyond entry level tasks, and which is characterized by complexity, overlapping deadlines, and independent responsibility for outcomesCommunicate clearly and accurately, verbally and in writing, with a broad range of individuals at different levels of a large, complex organizationEffectively manage and track details of projects, priorities, and deadlinesExcellent planning and organizational skillsEffectively work both independently and as a member of a teamHandle projects independently, with absolute confidentiality and sensitivity to policies and proceduresProvide administrative support, initiate, and coordinate activities and follow up on related detailsProven attention to detail and accuracy, ability to multitask and manage deadlines
• Minimum two (2) years of experience with budgetary support including : management resources and reconciliation, reporting, and analysis
• Demonstrated advanced skills in computer technology and software, including all the following : MS Office Suite to include advanced skills / experience using ExcelExperience using large data information systems and databasesAbility to manage and update school website, applications, and social networking tools as needed
• Demonstrated ability to apply a culturally responsive and flexible approach that is supportive to the diverse needs, including universal accessibility, of our students, faculty, staff, and the public

Preferred Qualifications Preference may be given to candidates who have experience with the following :

• Two or more years full time work experience in a public agency or higher education in an administrative support role performing duties beyond entry level work
• Knowledge of organizational / enterprise software programs (such as Concur, 25Live, PaymentNet, CLSS, EagleNet, and Banner)
• Experience using Google Suite and WordPress
• Knowledge of practices in higher education or in one of the HAMLL Department Programs
• Substantial knowledge of state or public regulations, rules, policies and procedures, processes, materials and / or equipment related to the administration of a department
• Work experience demonstrating the coordination of academic program policies and procedures for all students, staff, and faculty
• Supervisory experience

Other Skills and Abilities

• Flexibility
• Collaboration
• Communication
• Teamwork
• Time Management
• Attention to Detail

Work Schedule Type Regular Work Schedule Typically M-F 8am 5pm, but may be required to work evenings and / or weekends to fulfill special projects and other needs of the university.

Notification timelines will be in accordance with the WFSE Bargaining Agreement. Posting Date 09 / 09 / 2024 Open Until Further Notice No Closing Date Screening to Begin 09 / 23 / 2024 Special Instructions to Applicants To be considered for this opportunity, please submit your application materials through our online application portal located here : https : / / jobs.

hr.ewu.edu / . If you are unable to submit through the applicant portal, contact at HR@ewu.edu. Applications will be accepted until further notice.

Applications are open and accepted until recruitment is closed. Screening of applications will begin on September 23, 2024 and will continue to be screened until recruitment is closed.

It is strongly recommended that you print a copy of these instructions and the position posting before you begin to complete the online application, as the instructions will not be viewable once you begin the application process.

Required documentation includes all of the items listed below.

Attach a detailed cover letter in which you describe how you meet each of the required qualifications and preferred qualifications (if applicable).

It is preferred that you provide that information in a bulleted list or within a table in your cover letter.

Attach a chronological resume including work history and major duties, education, and any specialized training or skills related to the position.

List at least 3 professional references including : names, titles, organization name, phone numbers, email addresses, and connection to you (these can be identical to the references listed on the application).

• Complete the online application form and respond to the online questions, if applicable.
• Diversity Response -as an equal opportunity employer with a multicultural staff and student population, we are interested in how your qualifications prepare you to work with diverse faculty, staff, and student populations representing various cultures and backgrounds that may be different from your own.

You will be asked to attach a diversity response as part of the online application process : Please describe how you will apply an approach that is supportive to the diverse needs, including universal access, of our students, faculty, staff, and the public.

Note : Letters of Reference are not required at this time. We reserve the right to request letters of reference at a future date, such as once we have identified interview candidates.

Application Types Accepted Application Job Duties % of Time 25 Responsibility / Duty Assistant to the Department Chair and Program Directors :

• Coordinate and supervise administrative tasks, including special projects
• Prepare agendas and minutes for department meetings
• Develop processes and use systems for collection and analysis of data, including assessment, ongoing program review, and accreditation data
• Prepare and provide reports as assigned / requested
• Plan and organize HAMLL events, such as retreats and end-of-year activities
• Evaluate administrative or procedural problems, and recommend solutions to chair
• Utilize delegated authority to make and implement plans, decisions, and commitments related to management policies and business operations
• Represent the chair at meetings as delegated by the chair
• Interpret and apply university, college, and department policies
• Assist the Chair on accreditation documents, communication, and data reports
• Other assistance to the Department Chair and Program Director(s) as assigned

Essential Function Indicator Yes % of Time 25 Responsibility / Duty Office / Program Management :

• Develop and implement office procedures, policies, and systems
• Independently manage complex projects (e.g., operationalize a new program and issues, determine steps to completion, and successfully implement them)
• Interview, select, supervise, and train office staff in collaboration with the Chair. Evaluate staff and initiate corrective action when necessary
• Assign and review work performed by student workers
• Use computer, word processing, and spreadsheet software
• Operate office equipment incidental to secretarial duties
• Copier and printer maintenance and loading (ink / paper)
• Field department communications such as email, telephone, and voicemail
• Perform reception duties to receive, screen, announce, and refer students and visitors
• Provide information about department programs, as requested
• Screen, distribute, and route daily mail
• Monitor deliveries and orders to ensure all items are received
• Create, process, and maintain Prox-card database
• Prepare class schedules and room requests in the university scheduling system. Monitor and maintain department equipment and materials inventory
• Manage purchasing of equipment and supplies. Process textbook and equipment requests
• Design, maintain, and upgrade department filing system including general office files, assessment, accreditation, travel documents, and textbooks
• Exercise independent judgment and decision-making skills to resolve problems
• Develop and maintain documentation and databases to facilitate ongoing operations and special projects
• Maintain program files, student records, faculty records, communication records, and contracts. Purge material according to State and University Records Retention Schedule
• Maintain the HAMLL Department websites
• Work with college marketing coordinator to design and maintain current recruitment / marketing materials in collaboration with the chair and marketing and communications department
• Work with college marketing coordinator to ensure that electronic and print communications offer consistent messages
• Represent the HAMLL Department at University admissions and recruiting events
• Other Office / Program Management duties as assigned

Essential Function Indicator Yes % of Time 10 Responsibility / Duty Student and Faculty Support :

• Prepare and send new student letters
• Provide assistance with scholarship award notifications in the form of printing address labels and delivery
• Provide forms and assist students in completing forms, such as Major Declaration forms, key card forms, etc., as requested
• Relay instructions to student and non-student employees. Monitor payroll records for student workers, ensuring timely submission of time sheets
• Schedule and post computer lab hours and student workers to act as lab attendants.
• Coordinate new faculty orientation and set up (office, email, HR, etc.)
• Track the professional development expenditures of individual faculty members
• Arrange travel for faculty to attend meetings, conferences, etc.
• Prepare travel authorizations and justifications for special travel-related exemptions
• Elicit from faculty information needed to purchase textbooks for courses; prepare and submit textbook requests to University Bookstore
• Other Student and Faculty Support duties as assigned

Essential Function Indicator Yes % of Time 40 Responsibility / Duty Budget Support :

• Advise chair and faculty in budget and resource planning
• Prepare fiscal summaries for the chair on an ongoing basis
• Obtain price quotes from vendors for supplies
• Prepare purchasing documents such as purchase orders, contracts, service agreements, invoice vouchers and ensure attachment of necessary documentation
• Place orders for office, department, and lab supplies
• Track and reconcile budget allocations and expenditures from department accounts
• Track and reconcile procurement card purchases to include in monthly report
• Assist Dean’s Office in review and updating of course fee information. Communicate to Department Chair and students as needed.
• Prepare and manage travel for faculty and staff
• Allocate travel expenses to appropriate budgets; reconcile Central Travel Account (CTA) card and ensure accuracy of coded expenses as well as maintaining purchasing records
• Other Budget Support duties as assigned

Essential Function Indicator Yes

Last updated : 2024-09-10

Salary : $56,712