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Administrative Assistant 2

Job description

Employee Type:

CS-Classified Staff

University Title:

Administrative Assistant 2

Working Title:

Administrative Assistant 2


Office of the Provost


Office of Assessment for Curricular Effectiveness

Department Link:


Position Number:


Hiring Unit :

Office of Assessment for Curricular Effectiveness

Work Location:


Zip Code:


This position is in a Bargaining Unit:


Summary of Duties:

The Administrative Assistant 2 provides complex, confidential support to Director of the Office of Assessment for Curricular Effectiveness (ACE) and the Director of University Core Requirements (UCORE) and supports related committees, activities, and operations for ACE and UCORE.

The duties of the position include, but are not limited to, performing and overseeing a variety of complex administrative, fiscal, staff support, and planning activities, some of which require advanced or specialized knowledge and skills, such as budget administrations skills and familiarity with academic policies and procedures.

Serve as the primary point of administrative contact for ACE and UCORE. Provide administrative support and coordination for ACE assessment initiatives, such as annual undergraduate program reporting and the biennial National Survey of Student Engagement; and for UCORE initiatives, such as UCORE course proposals and renewals, and faculty development events. Duties include scheduling meetings and supporting staff and committee workflow, event planning, and responsibility for basic business operations and office space and equipment. In addition, provide fiscal support and maintain fiscal records; reconcile budgets; develop and maintain ACE and UCORE archives and databases; and other duties as assigned.

Additional Information:

Administrative – 70%:
•Provide administrative support for the directors of ACE and UCORE, and for ACE professional staff
•Provide administrative support and coordination for ACE assessment initiatives, such as annual program reporting and the biennial National Survey of Student Engagement; and for UCORE initiatives, such as UCORE course proposals, course renewals, and faculty development events; and special projects for ACE or UCORE; provide document management and some data entry
•Interact with other WSU units or personnel and external organizations on behalf of the Directors; create and handle communication and messaging, including via email distribution lists
•Schedule meetings by video conference or in person, and assist with meeting support in either mode; prepare and distribute meeting materials such as agenda and handouts; take minutes and provide clerical & administrative support for committee meetings and workflow (using Microsoft applications such as Sharepoint and Teams, as well as Zoom)
•Maintain ACE and UCORE archives and databases; maintain accurate internal records for ACE and for UCORE, and monitor relevant changes in the university context (eg, undergraduate curricular changes, course listings, credit hours, etc.)
•Maintain UCORE’s Wordpress website and calendar
•Provide administrative support to plan and manage events (handle registration, compile or distribute materials/packets, plan & managing logistics for events conducted on campus or remotely).
•Coordinate travel arrangements for the directors and ACE professional staff using appropriate university procedures; prepare and process all travel related paperwork

Fiscal – 10%:
•Participate in budget preparation; develop budget estimates, and monitor budget status and expenditures; identify problems and initiate corrections
•Evaluate costs for expenditures
•Reconcile budgets; maintain fiscal records and monitor monthly expenditure reports
•Prepare, process, and track ACE payroll and leave reports; process personnel paperwork and maintain records
•Use WSU’s systems to conduct fiscal and human resource responsibilities, including new applications such as Workday
•Process mini-grants or stipends awarded by ACE or UCORE

Office Management for ACE – 10%:
•Serve as point of contact for ACE office, including office phone, office email, reception.
•Manage CUE 503 and 509 office areas occupied by ACE, handle mail, key code access, and physical keys.
•Order & maintain supplies (including contracts & maintenance for printer) and materials for regular operations and events; handle purchasing processes
•Maintain supply inventory, property and equipment inventories, and surplus activities; and prepare facilities workorder requests or technology support requests

Other – 10%
•Perform other duties as assigned

View hrs.wsu.edu/employees/benefits/benefit-details for information regarding competitive benefits available.

Appointment Status:


Job Appointment (FTE%):


Position Term in Months:


Monthly Salary:


Required Qualifications:

One year of experience as an Administrative Assistant 1 OR a Bachelor’s degree in business administration, public administration, or closely allied field and two years of responsible office experience at the senior clerical level or higher.
Clerical or office work experience may be substituted for education on a year-for-year basis. Graduate study may substitute for experience on a year for year basis.

Additional Requirements:

Demonstrated proficiency in Microsoft Office software including Word, Excel, and Outlook.

Competent to work with a high attention to detail and accuracy.

Experience with record keeping.
Strong written and oral communications skills.

Must have, or be able to obtain, a valid driver’s license at the time of hire.

Preferred Qualifications:

Demonstrated proficiency in tracking and managing complex documents or processes
Experience working in Outlook, Sharepoint, Teams, WordPress, and/or Zoom.

Experience working in a higher education academic setting

Familiarity with WSU’s policies and systems

Experience in event planning

Experience supporting committees and maintaining accurate and confidential records

Excellent fiscal/budgetary skills

Demonstrated ability to learn new software or systems and deepen skills over time

Demonstrated ability to manage multiple tasks, tracking both small- and big-picture responsibilities

Will this position require a background check?:

This position has been designated by the department to require a background check

Open Date:


Open Until Filled :


Special Instructions to Applicants:

This posting has been updated to open until filled. Screening is currently underway and will continue until the recruitment is filled.

Applicants must attach the following documents to their online application: 1) resume and 2) cover letter.

Application materials should clearly communicate how the applicant meets all required qualifications and additional requirements.

Applicants are required to include contact information for at least three (3) professional references in the application.

EEO Statement :

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 veterans, 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 [email protected]

Posting Number:





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Job No:
Posted: 11/21/2020
Application Due: 1/20/2021
Work Type: