The Administrative Assistant 3 performs varied administrative and secretarial support duties to facilitate the effective management of operations, resources, and staff. The incumbent independently plans and organizes work to provide professional support and exercises discretion and judgment in performance of their duties. The incumbent demonstrates a high level of professionalism incorporating personal integrity and mutual respect.
Operations responsibilities include, but are not limited to:
- Assists the supervisor with strategic planning, vision and goal setting. Assists supervisor with a wide variety of sensitive and confidential information in the management of college or department operations.
- Coordinates, organizes, and/or directs college, department or program operations. Serve as liaison with consultants, advisors, state, federal or local government representatives, etc. as needed.
- Reorganizes and/or assigns office space; modifies workflow process to achieve efficient use of space, equipment, and personnel
- Assists in devising unit standards/procedures to ensure adherence to policies regarding tasks such as budgeting, purchasing, and contract administration. Interpret and apply administrative procedures to the work of the college or department. Initiate updates and revisions as needed.
- Establish and maintain a variety of management queries and reports such as salary data, faculty workload, faculty/staff FTE, academic progress, graduation rates, overtime, etc. Assist with data analysis to identify trends and make recommendations.
- Administer purchases, requisitions, and service contracts. Maintain college/department equipment and supplies; track and initiate annual purchase requisitions for equipment as needed. Order and maintain office, furniture, and paper supplies. Verify annual inventories as needed. Resolve issues with service and vendor contracts.
- May assist with ordering, distribution and coordination of university-supplied employee cell phones; act as liaison with cell phone provider in troubleshooting and ordering equipment.
Budget responsibilities may include, but are not be limited to:
- Evaluates costs and/or approves purchases for expenditures such as equipment, supplies, and furniture; develops cost estimates for equipment needs, space renovations, and projects
- Participates in budget preparation; develops budget estimates; monitors budget status and expenditures. Coordinate with supervisor, Finance Manager(s), and Grant Accounting as applicable to identify potential problems and take corrective action.
- May participate in developing budget and cost estimates, and management and distribution of funds. Track salary savings and update base budgets allocations. Assist in development and implementation of systems and procedures to maximize resources.
- Prepares reports, budget, contract, or grant proposals. Provide statistical data and advise supervisor of financial status of college, department, programs, etc.
- Monitors payroll costs such as staff FTE, overtime, faculty contracts, temporary and student employees, etc.
- Integrates new systems into budgetary processes
- May be delegated backup signatory authority for college or department budgets. Complete allocations and/or invoices if applicable. May serve as primary or back up authority for petty cash.
Administrative/Clerical Support responsibilities include, but are not be limited to:
- Provides high-level secretarial and administrative support including planning, organizing, and tracking college/department-wide assignments and projects, managing work flow, communications, and establishing and tracking deadlines and priorities.
- Represents management and serves as the primary contact in assigned program areas. Speaks on behalf of the supervisor at meetings or conferences on administrative policy matters.
- Remains abreast of changes or trends in legislation that may impact administrative procedures, policies, reports, or other requirements. Initiates new procedures and/or updates to current procedures as needed. Serves as the information and policy resource.
- Receives, routes, and/or responds to department mail, email, phone calls and other correspondence.
- Composes and maintains a variety of complex correspondence, reports, contracts, and records on behalf of the supervisor. Proofread and check materials for accuracy and completeness. Develop and maintain master documents, templates, and forms. Research and assemble information from a variety of sources for the preparation of complex reports and records. Prepare technical worksheets, tables, and computations. Exercise signature authority on administrative correspondence.
- Plans, schedules and coordinates a variety of meetings, conferences and other events. Take and transcribe notes/minutes and initiate follow up correspondence as needed.
- Establishes and maintains manual and electronic filing systems including databases, spreadsheets and rosters, as needed. Apply rules related to disposition, retention and access. Provide assistance with files and records as needed.
- Maintains schedules/calendars. Oversee completion of actions associated with events and travel such as coordination, reservations, scheduling, reports, reimbursements, etc. Receive and screen visitors, telephone calls, e-mail, and correspondence. Respond to inquiries, including sensitive issues requiring judgment and discretion.
Staff responsibilities, if applicable, may include, but are not be limited to:
- Assists and advises supervisor on all personnel processes and issues, including those of a confidential or sensitive nature from initial hire to separation.
- Provides oversight and assistance with recruiting and hiring processes, and compliance with regulatory and policy requirements. Ensures hiring processes and notifications are completed; issues new and revised appointment letters for faculty and staff. May serve as search committee secretary.
- May manage or assist with management of personnel actions such as hires, rehires, transfers, salary adjustments, resignation/retirements, etc. Administer and issue related contracts and staff appointment letters.
- Develops and maintains personnel management data such as FTE, compensation, leave administration, turnover, seniority, overtime, performance evaluations, etc.
- May supervise staff, including hiring, establishing job performance standards, evaluating job performance, taking corrective action, training, assigning and scheduling work, and acting upon leave requests.
- Other duties as assigned which may include, but not be limited to:
- May provide secretarial and administrative assistance to other departments as needed.
- Maintain and update web pages in the division. Review functionality and accuracy of information provided on division and department websites, identify inconsistencies, recommend improvements, and perform online changes in coordination with the Web office.
Progressively responsible experience in office/clerical, secretarial, bookkeeping, accounting, or similar work.
Experience using Microsoft Office software (Word, Excel, and PowerPoint) and/or similar software applications to create complex documents, create, modify, and format spreadsheets, and prepare professional presentations
Budgetary experience such as monitoring and reconciling budgets, handling payroll, and purchasing
Excellent written and verbal communication skills
OR any combination of education and experience which clearly demonstrates the ability to accomplish the essential functions of the job.
Experience with enterprise system such as PeopleSoft
Ability to develop, foster and maintain trust and professional working relationships.
Accepts responsibility for meeting objectives and quality of work. Accepts responsibility for success
Ability to adjust and appropriately respond to changes in priorities or objectives.
Ability to manage time and priorities to achieve desired outcomes.
Ability to identify and collect information from appropriate sources to make sound decisions.
Ability to see trends as they develop and see what the impact may be for the organization. Identifies opportunities for development and addresses potential weaknesses.
Pay, Benefits, & Work Schedule
$2834/month with periodic increases up to $3684/month
Monday - Friday, 8:00am-5:00pm (1 hour lunch)
Work is performed in an indoor office setting with frequent in-person interactions. It is essential to be able to remain at a desk/computer work station for prolonged periods of time, perform extensive data entry and other computer-related tasks and create/maintain filing systems for departmental records. Some evening or weekend work and/or occasional travel may be required.
CWU offers a comprehensive benefits package including medical and dental insurance, retirement and optional savings plans, life and disability insurance, along with vacation and sick leave plans depending on employment classification. For additional information please visit: http://www.cwu.edu/hr/benefits-0
An employee of CWU may be eligible for the Public Service Loan Forgiveness Program if the employee has student loans. To learn more, visit: https://ofm.wa.gov/state-human-resources/public-service-loan-forgiveness-program.
How To Apply
To apply for this position, you must complete the on-line application and attach:
A detailed cover letter clearly demonstrating how your education and experience: (a) meet the required (and, as applicable, preferred) qualifications, and (b) demonstrate the ability to perform the responsibilities as described by the posting;
Resume including work history, education, training; and
Contact information for three professional references.
November 1, 2018
**Priority will be given to applications received by the screening date. Incomplete applications will not be considered.
Please contact Human Resources at firstname.lastname@example.org or 509-963-1202 if you require technical assistance with the on-line application process.
Conditions of Employment
Prior to employment, final candidate(s) will be required to submit to a background check. All information obtained through background investigations will be strictly confidential and revealed only to those required to have access.