Posting Details

Posting Details

Working TitleAdministrative Assistant 4 - EducationPosting Number2019030CP Position Information

Classification TitleAdmin Assistant 4Classification Code105HRCW Exemption CriteriaNo ExemptionEWU Position NumberC99163CUPA CodeNo MatchFLSANon-ExemptBargaining Unit BU 2% Full Time100Salary / Wage RangeCS - 46Salary Information

The minimum salary for this position is $42,984 annually.

The range for the position is: $42,984 – $56,328.

Anticipated Start DateAs soon as possibleTerm of Appointment100%LocationCheney, WACountySpokaneProject Description

N/A

Project DurationBackground CheckYes - BothResponsible HR UserLori LivingstoneResponsible HR User Email addressllivingstone@ewu.edu (inquiries only) Posting Text

Job Summary

Eastern Washington University seeks a full-time Administrative Assistant 4 to support our Department of Education.

This position will serve as the executive assistant on administrative matters in support of the chair of the Department of Education. Position will perform higher-level administrative duties of a substantive nature that have been delegated to the position to perform.

Position reports to the department chair and 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 conforms to regulations, policies and standards.

Please see job duties section for a more complete list of position responsibilities.

Position will be open for recruitment from Wednesday, July 31st through Friday, August 16th, 2019. Screening of applications will begin August 19, 2019. Our interview process may include skills testing for all candidates invited to interview.

Applications will be kept confidential, and references will not be contacted until candidates are notified.

About Eastern Washington University

Eastern is a regional, comprehensive university located in Cheney, 20 minutes from downtown Spokane. In addition to Eastern’s Cheney campus, we also offer our Riverpoint campus in Spokane, plus additional teaching/learning centers located in other cities throughout Washington State. Enrollment has reached over 12,000 students. The Cheney-Spokane area is the heart of the Inland Northwest, with excellent restaurants, theater, shopping, skiing, hiking, lakes, a choice of living in a medium-sized city or a small town, and high quality schools and housing.

Diversity Statement

Eastern Washington University is committed to increasing the diversity of its faculty, staff, students, and academic program offerings and to strengthening sensitivity to diversity throughout the institution. Eastern Washington University is an affirmative action/equal opportunity employer, and applications from members of historically underrepresented groups are especially encouraged.

Conditions of Employment

A copy of the essential functions analysis, which describes conditions of employment, such as physical demands, may be obtained by contacting the Office of Human Resources at 509-359-2381.

Physical Demands

N/A

Pre-Placement Physical NoHearing Test NoMedical Monitoring Post Hire NoProtective Equipment

N/A

Required Qualifications

• High school diploma or equivalent; preference may be given to candidates with a completed Bachelor’s degree (any field)

• At least five years’ relevant full-time work experience, further defined as follows:
  —Experience must predominantly consist of higher-level, administrative work involving independent performance of work involving complex support functions and assignments.
  —Experience must include responsibility for budgets and fiscal activities.
  —Experience must demonstrate both (1) ability to successfully handle a demanding workload with overlapping deadlines and (2) proven attention to detail, initiative and ability to take direction and work independently.

• At least two years’ supervisory experience, including the responsibility to instruct, direct and evaluate work of others.

• Comprehensive knowledge of office procedures and practices.

• Strong computer skills demonstrated by three years’ successful full-time work experience using a variety of software programs: Word, Excel, Access, PowerPoint, Outlook, databases, data systems, and publishing software.

• Organizational, time management, project management and analytical skills

• Demonstrated ability to establish and maintain effective working relationships with faculty, staff, students and the general public.

• Experience maintaining both manual and electronic records and files.

• 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

• Bachelor’s degree (any field)

• Two or more years’ full-time work experience in higher education in an administrative support role performing duties beyond entry level work.

• Experience in one or more of the following:
  —Web site maintenance, preferably using WordPress
  —Planning and coordinating mid-size events (up to 100 participants, multi-day events)
  —Knowledge of confidentiality laws and regulations, such as FERPA
  —Experience or knowledge involving teacher education and/or the K-12 environment

Other Skills and Abilities

• Flexibility
• Collaboration
• Communication
• Teamwork
• Time management
• Attention to detail

Work Schedule TypeRegularWork Schedule

Typically 8am – 5pm, but may be required to work evenings and/or weekends to fulfill special projects

Posting Date07/22/2019Open Until Further NoticeNoClosing Date08/16/2019Screening to Begin8/19/2019Special Instructions to Applicants

Submit your application materials through our online applications portal located here: https://jobs.hr.ewu.edu. If you are unable to submit through the applicant portal, please contact Human Resources Services at (509) 359-2381.

Position will be open for recruitment from Wednesday, July 31st through Friday, August 16th, 2019. Our interview process will include skills testing for all candidates invited to interview.

All materials will be held in the strictest confidence; references will not be contacted until candidates have been notified.

Required documentation includes all of the items listed below.

• Cover letter: please describe how you meet each of the required and preferred qualifications

• Resume, including work history and major duties, education and any specialized training or skills related to the position

• List of at least three professional references, including names, title, organization name, phone numbers, email addresses and their connection to you

• Additionally, 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 respond to this prompt 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.

Application Types AcceptedApplication Job Duties

% of Time25Responsibility / Duty

Administrative Management

• Manages and/or fulfills the day-to-day operations of the chair’s office.
• Establishes procedures and interprets and applies administrative policies to the work of the unit.
• Investigates and coordinates operating methods and procedures with other academic units; develops and initiates improved administrative methods.
• Coordinates administrative standards and procedures for independent departmental functions.
• Coordinates policy and departmental matters.
• Coordinates space management; assists in preparation of long-range plans for space utilization and renovation; submits facility work orders for non-routine issues that arise (office moves, paint, etc.); follows up and keeps appropriate individual(s) informed of status.
• Conducts or supervises the preparation of studies or project summaries.
• Participates in strategic and quality planning process.
• Directs and/or coordinates special projects and events.
• Coordinates and/or fulfills procedures for searching, hiring and promoting faculty and staff; prepares paperwork and correspondence related to adjunct hires and submits to dean’s office; assists with and/or facilitates other personnel processes as requested; serves on search committees as directed.
• Maintains and organizes various reports, data, procedures and policy information on a wide range of department responsibilities.
• Oversees and manages records-retention efforts for the department; determines in conjunction with university records officer and the retention schedule what constitutes departmental records that must be maintained, retention timelines and other applicable procedures; with assistance of department staff, maintains records; oversees proper archiving and destruction of records following university’s record retention schedule.

Essential Function IndicatorYes Job Duties

% of Time15Responsibility / Duty

Supervision

• Supervises classified and student support staff as delegated by chair.
• Takes the lead in all staff recruitment activities.
• Reviews and approves timesheets; reviews and approves requests for use of vacation, sick and other types of leave, ensuring staff coverage.
• Maintains employee performance records; engages in regular communications with employees to provide direction, advice, support and guidance; conducts performance evaluations.
• Conducts training; assigns work; follows up to ensure department standards and timelines are met.
• Coaches for performance; keeps chair advised about employee development and any performance concerns.
• Supervises departmental work that may be delegated to staff; examples include:
  —One-room schoolhouse liaison: gives tours to university community members and the public; coordinates tour dates and university use of the schoolhouse.
  —Obtains parking passes for events, meetings, etc.; manages use of permanent department parking pass.
  —Desk copies: collects from all faculty, submits requests to vendors, tracks, receives and distributes.
  —Book orders: collects from department faculty; submits to bookstore after review by the administrative assistant; tracks, receives and distributes.
  —Collects faculty annual workloads for chair approval; tracks changes in course load for faculty.
  —Tracks overload credits for faculty and courses taught by quarterly faculty as well as their compensation by degree type.
  —Maintains department inventory records.
  —Maintains and posts the calendars for Education conference rooms.
  —Submits facility work orders for routine issues that arise within the department, such as building maintenance, furniture maintenance, shred bins and other routine matters; coordinates access control and internal keys; unlocks and closes up department doors as needed; follows up and keeps appropriate individual(s) informed of status.
  —Handles, files and stores records in keeping with university guidelines and the university records retention schedule.
  —Provides support for meetings, including organizing/scheduling meetings, reserving room, facilitating communications, preparing agenda, taking and distributing minutes, tracking committee projects, preparing and distributing documents and materials, working with other campus departments as necessary for needed services (catering, IT, etc.).

• Delegates and supervises other support work related to position’s responsibilities; examples of delegation that do not require pre-approval by chair:
  —Copying, filing and updating records, updating databases and other clerical tasks.
  —Maintaining copy machine.
  —Prioritizing and distributing incoming mail.
  —Preparing and completing forms and other documents (does not include confidential/sensitive documents).
  —Maintaining department information sheets, bulletin boards, signage, mailbox labels, department telephone directory sheet.
  —Assisting with meeting and special-event support.
  —Fulfilling campus errands.

Essential Function IndicatorYes Job Duties

% of Time30Responsibility / Duty

Budget, Grants, Contract Management

Overview of budget responsibilities: Position will manage and fulfill fiscal functions, including department budgets, grants, professional development funds, purchasing, supplies, equipment, inventory, travel, as well as record-keeping and reporting related to department’s fiscal operations. Fiscal responsibility is exercised for all of the programs within the department. Specific responsibilities include but are not limited to the following:

• Develops budget estimates, monitors and controls budgets from a variety of sources such as state, grants, contracts, service fees, gifts and endowments; participates in establishing short- and long-term fiscal plans.
• Compiles data and prepares or assists with complex grant/budget proposals for new and continuing grants and contracts and competitive renewals; may assist with preparation of annual reports.
• Coordinates with program managers and college budget staff in preparing request packages and budget-related proposals.
• Compiles and maintains budget information for individual units and personnel within the department.
• Creates and maintains spreadsheets to assist with budget planning.
• Exercises signature authority on budgets for the department as specifically delegated.
• Maintains and modifies department record-keeping systems, databases and spreadsheets related to department and grant budgets.
• Reviews records; identifies trends and advises chair and/or relevant program director; assists in formulating corrective action.
• Prepares, compiles and provides fiscal and specialized reports, such as year-end reports, budgetary reports, monthly transaction detail reports, auditing and other reports as required; presents budget and other information contained in the reports;
• Reviews budget reports, verifies accuracy and takes corrective action if necessary; reconciles budget status reports and prepares cost analyses and expenditure projections; notifies appropriate individual(s) of any projected or actual over- or under-expenditures.
• Purchases supplies and equipment for department and programs.
• Maintains professional development accounts.
• Uses department purchasing card and reconciles monthly p-card records.
• Maintains purchasing records and resolves problems; reviews, approves and allocates purchases to proper budgets and categories; ensures compliance with departmental, institutional and/or granting agency policies, rules and regulations.
• Identifies and resolves problems with billing, outside vendors or in other areas of position’s responsibilities; may consult with funding agencies to resolve problems and interpret guidelines.
• Maintains personnel and payroll records; calculates salary and benefits costs; tracks all part time/overload assignments and associated expenses; tracks special course approval/registration form (SCARF) assignments by quarter per faculty and provides budget index numbers to chair as requested.
• Maintains “Thank you” gift drawer and related records.
• Maintains and processes travel expense records; ensures compliance with state and institution regulations and procedures; allocates travel expenses to appropriate budgets.
• Consults and works with college budget/administrative managers to ensure needed reports and information are provided as required and to ensure compliance with dean’s expectations for departmental fiscal management.
• Provides direction, information and/or training to faculty and staff to ensure compliance with department, college, university, granting agency and state rules and regulations related to fiscal and budgetary resources.
• Authorizes equipment repair/renovation.

Essential Function IndicatorYes Job Duties

% of Time30Responsibility / Duty

Executive Secretarial Support

• Serves as a resource for staff and faculty within the department.
• Provides confidential executive secretarial support to the department chair; formats transcription, edits and types letters; prepares correspondence for chair; exercises signature authority on administrative correspondence.
• Represents and/or communicates on chair’s behalf at meetings or other events as delegated, etc.; speaks for chair on administrative policy matters.
• Maintains calendar and meeting schedule for chair and coordinates/facilitates various meetings as requested/needed.
• Serves as a liaison for communicating up and down the organization, including with dean’s office, administration and with department directors and staff.
• Handles routine mail and correspondence for the chair.
• Arranges travel for department faculty and staff; may include visits to campus by program reviewers and other officials, arrangement of itineraries and coordination of meetings; facilitates and makes arrangements for student-teaching travel.
• Maintains copiers and printers; schedules repairs as necessary; reviews and updates service contracts.
• Facilitates and oversees preparation of memorandums of agreement (MOA) contracts, including new and recurring MOAs; sends new MOAs for review by chair, dean’s office and Purchasing as required; oversees processing of MOA requests and tracking fulfillment of MOAs, including maintenance of related records.
• Facilitates, oversees and provides support for meetings.
• Provides assistance for special events, workshops, lectures, graduation reception and other events; makes any necessary arrangements; prepares printed materials, including public relations and informational documents; facilitates communications; makes arrangements with other campus departments for needed services; participates in commencement as directed.
• Coordinates or fulfills arrangements and preparations for annual department retreat.
• Assists with duties related to public relations; provides information about programs & department procedures; develops informational materials designed to inform & recruit students; prepares and disseminates newsletters.
• Provides support related to the Professional Education Advisory Board (PEAB): coordinates meetings and necessary arrangements; prepares documents for members; facilitates communications; takes meeting minutes; maintains up-to-date forms; prepares/submits paperwork and tracks associated grant funds.

Essential Function IndicatorYesPosting Specific Questions

Required fields are indicated with an asterisk (*).

Applicant DocumentsRequired Documents

1. Cover Letter
2. Resume
3. List of Professional References
4. Diversity Response

Optional Documents

1. DD214 Form