Notice of Vacancy

Academic Administrative Assistant

We seek to hire an Academic Administrative Assistant

 

To Apply Visit: https://wsu.edu/jobs, select your appropriate employment status, and search for job requisition R-11262

Available Title(s):

105G-YN_CS_NPS – Administrative Assistant 3

 

Business Title:

Academic Administrative Assistant

 

Employee Type:

Classified

 

Time Type:

Full time

 

Position Term:

12 Month

 

Position Details:

Summary of Duties

As the Academic Administrative Assistant, you provide comprehensive support for planning, organizing, and maintaining program operations within the department; you serve as the primary point of operational and administrative contact for internal and external constituencies; often work on complex and confidential issues, perform and/or oversee a variety of planning activities related to the instructional mission, which requires advanced or specialized knowledge and skills; advise students, staff, and faculty regarding program content; and maintain websites/brochures related to recruitment, program guidelines, and departmental requirements. The position requires independent judgment, tact, and diplomacy and the ability to work with diverse clienteles and sensitivity to cultural differences. Assignments and projects are of a complex nature requiring substantive knowledge of a variety of regulations, rules, policies, procedures, and processes. This position coordinates with the Department Chair and faculty to complete academic year schedules and instructor assignments.

• Administrative Office Support: Coordinate office operations to include serving as the first point of contact for Department of Anthropology. Provide complex administrative support to the Chair, the Directors of Graduate and Undergraduate Studies, and general support to the faculty, staff, and students of the department; schedule and coordinate logistics for departmental meetings (faculty, staff and student); in collaboration with the Chair, compile and prepare necessary documents from faculty per departmental, college and university guidelines; including tenure and promotion; develop and maintain departmental spreadsheets and databases; maintain department website and brochures; coordinate space assignments; serve as building coordinator, key custodian and maintain property inventory.
• Support for Graduate and Undergraduate Programs: Compile course scheduling, instructor assignments, enrollment capacities via myWSU curriculum management functions for both Pullman and Global campuses; maintain/update course and curriculum change database; assist with room changes/requests; process department incomplete forms/grade changes; assist Graduate Program Director(s) with program development and implementation; maintain/organize graduate student files and program records; prepare departmental correspondence, coordinate with Director(s) preliminary exam/oral/defense processes, scholarship and award notifications, and confidential student information.

 

Required Qualifications

• High School graduation or equivalent AND three (3) years of progressively responsible experience in office/clerical, secretarial, bookkeeping, accounting, or general administrative work; OR equivalent education/experience.
• Excellent and professional written and oral communication skills.
• Excellent interpersonal skills.
• Excellent organizational skills.
• Reliable and prompt.
• Critical thinking skills and attention to detail are imperative.
• Ability to work with Microsoft Office Suite (i.e., Microsoft Excel, Power Point, Word, Outlook, Access, Teams) and virtual meeting software (e.g. Zoom).
• Ability to handle multiple projects and deadlines simultaneously.
• Ability to work in a team.

 

Preferred Qualifications

• Previous experience interacting with students.
• Two or more years’ experience working in a university setting.
• Ability to prioritize, organize and coordinate programs and activities with other staff, departments and organizations to meet deadlines.
• Demonstrated ability to work independently on specific objectives.

 

Additional Information:

Area/College: College of Arts and Sciences

Department Name: Department of Anthropology

City, State, Zip: Pullman, WA 99164

Department Link: Department of Anthropology Webpage

Monthly Salary: Range $3,376 to $4,497 (Step A – M) | Successful candidates typically begin at the beginning of the salary range and receive scheduled salary increment increases in accordance with WAC 357-28.

 

Benefits: WSU offers a comprehensive benefits package which includes: paid sick and vacation leave; paid holidays; medical, dental, life and disability insurance package for employees and dependents; retirement; deferred compensation and optional supplemental retirement accounts. For additional information, please review the summary of benefits offered by WSU for classified staff and Total Compensation.

Overtime Eligibility: Position is overtime eligible.

FTE: 100%

This is a Permanent position.

Posting Close Date: Applicants must submit their completed application by Sunday, March 17, 2024 at 11:59 p.m.

Background Check: This position has been designated by the department to require a background check because it requires access to children or vulnerable adults as defined by RCW 74.34, engages in law enforcement, requires security clearance, interacts with WSU students in a counseling or advising capacity, has access to personal identifying and/or financial information, unsupervised access to university buildings/property, or other business-related need.  A background check will not be completed until an initial determination of qualification for employment has been made.

Application Instructions:  Applicants must upload the following required documents to their online application. Documents may be submitted in one file or separate files. Applicants are encouraged to upload as a PDF if possible. Applicants will be requested to provide contact information for professional references within the online application. Application materials should clearly communicate how the applicant meets all required qualifications and additional requirements.

 

• External candidates, please upload all documents in the “Resume/CV” section of your application.
• Internal candidates, please upload all documents in the “Resume/Cover Letter” section of your application.

Required Documents:

1. Resume

2. Cover letter – This letter should identify your qualifications and describe your experience related to the position duties.

 

WASHINGTON STATE UNIVERSITY IS AN EQUAL OPPORTUNITY/AFFIRMATIVE ACTION EDUCATOR AND EMPLOYER. Members of ethnic minorities, women, special disabled veterans, veterans of the Vietnam-era, recently separated veterans, and other protected veteran, persons of disability and/or persons age 40 and over are encouraged to apply.

 

WSU employs only U.S. citizens and lawfully authorized non-U.S. citizens. All new employees must show employment eligibility verification as required by the U.S. Citizenship and Immigration Services.

 

WSU is committed to providing access and reasonable accommodation in its services, programs, activities, education and employment for individuals with disabilities. To request disability accommodation in the application process, contact Human Resource Services: 509-335-4521 (v), Washington State TDD Relay Service: Voice Callers: 1-800-833-6384; TDD Callers: 1-800-833-6388, 509-335-1259(f), or hrs@wsu.edu.