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Administrative Assistant

Job description


Employment Type: Part-time
Posted data: 2021-02-19
Req: R-465


105E-YN - Administrative Assistant 1

Business Title:

Administrative Assistant



Employee Type:


Job Family:

Civil Service - OT Eligible

Position Details:

Summary of Duties:

This position will provide administrative support to the Native American Health Sciences (NAHS) Director and Assistant Director of Special Projects. Support includes prioritizing and scheduling meetings, note taking within meetings, grant writing support and submissions, internal and external communications, editing, and report writing, data gathering and tracking, budget expenditures, updates, and reports required of funding streams. This position will also assist in prioritizing deadlines and be the direct contact for students, staff, faculty, and internal and external partners, which include tribal stakeholders and the WSU Native American Health Sciences Tribal Advisory Board (NAHSTAB).

Essential Duties

Administrative Support - 50%

  • Schedule meetings for the Director of NAHS and Assistant Director of Special Projects of NAHS, oversee the Director’s schedule on behalf of NAHS by responding to meeting and scheduling requests, take meeting notes, prepare meeting agendas, and communicate follow-up with colleges, faculty, staff, students, community partners, and other tribal or non-tribal stakeholders.

  • Represent the Director/Assistant Director at meetings in their absence.

  • Answer inquiries, questions, and correspondence on departmental matters.

  • Respond to calls, emails, requests, and other communications from students and direct inquiries or need for support to the appropriate official within or outside of WSU NAHS.

  • Develop, maintain, and continuously evaluate and improve unit policies, procedures, and processes.

  • Schedule, communicate, and prepare reports for the WSU NAHS Tribal Advisory Board and to the Vice President and Chancellor.

  • Prepare and edit progress reports, presentations, memos, letters, web, newsletter content, and other communications and work collaboratively with WSU Health Sciences Communications team with updates of NAHS website, materials, imagery, videos, links, etc. about NAHS programming, pathways, student support, community initiatives, partnerships, and keep students and stakeholders abreast of current opportunities with NAHS through website, email correspondence, and newsletters.

  • Work collaboratively with the offices of grants management, human resources, finance, student affairs, the three colleges of WSU Health Sciences, Pullman and other campuses, faculty, staff, students, and the office of the Vice President and Chancellor, to meet the administrative, policy, and other needs required of WSU NAHS.

  • File student information, data, and work with registrars on each campus, along with each of the health science colleges and departments to track the number of Native American pre-health, health, and allied health students by semester, to include attrition and graduation rates.

  • File and track community partners and their contact information, initiatives and outcomes, Native health researcher contacts, and projects for NAHS through updated spreadsheets weekly, and with monthly reports.

Fiscal Support - 30%

  • Prepare budget spreadsheets for each grant and funding source (i.e. Trude E. Smith fund) and other funding accounts, review and work with Director and staff to go over monthly budget reports, help support the Director and Center of NA Health manager with use of P-Card expenditures and reconciliations, and track in-kind donations, follow up with donors, and work directly with the office of Development.

  • Order, purchase, inventory, and track items for Center and NAHS office, student, and other needs of department.

  • Work with finance to pay honorariums, stipends, instructor fees, purchase card reconciliations, and other payments to individuals or groups, new or current hire pay, and oversee staff leave reports, Workday reports from supervisors for temporary employees, and support areas of need for work study employees’ finance or human resources-related paperwork.

  • Monitor, reconcile, and assist with fiscal administration of budgets and funding.

Grant Support - 15%

  • Prepare and help prepare grant reports; send grant reports to funders.

  • Work collaboratively with Principal Investigators (PIs), Co-PIs of grants and research, to meet the administrative needs of the grants or research.

  • Track grant reports.

Other - 5%

  • Other duties as assigned.

Required Qualifications:

A Bachelor’s degree in business administration, public administration or closely allied field.
Clerical or office work experience may be substituted for education on a year-for-year basis, provided at least one year included experience at the Clerk 3 level or above.

Additional Requirements:

  • Strong computer skills including Microsoft Office Excel, Outlook, Word, PowerPoint, as well as Google Docs.

  • Effective written and interpersonal communication skills.

  • Experience managing schedules and travel arrangements.

  • Experience managing budget and tracking fiscal activities.

  • Experience preparing correspondence, reports, and/or presentations.

  • Strong customer service skills.

  • Experience providing administrative support to an individual or group of individuals.

  • Experience with any or all the following activities: accounts payable/receivable, budget development/maintenance, purchasing, travel, personnel.

  • Experience assisting in planning and coordinating conferences, events, workshops, etc.

  • Demonstrated experience effectively handling confidential and sensitive information.

  • Ability to travel occasionally, overnight and some weekends.

  • Valid Driver’s License, or ability to obtain one, by time of hire.

Preferred Qualifications:

  • Experience with Native populations.

  • Prior experience at WSU or other institution of higher education in an administrative support position.

  • Experience providing administrative assistant or secretarial support to a leadership position.

  • Demonstrated knowledge and understanding of WSU policies and procedures.

Additional Information:

Monthly Salary: Classified Pay Range 35
FTE: .50
Permanent/Temporary: Permanent
Position Term in months: 12
City, State, Zip: Spokane, WA, 99201
Department Link: Native American Health Sciences
Background Check: This position has been designated to require a background check.

Screening Begin Date: March 1, 2021
Special Instructions to Applicants: Applicants must attach the following documents to their online application: 1) resume and 2) cover letter. Applicants are required to include contact information for professional references within the application. Applicants must indicate which position(s) they are interested in within the supplemental questionnaire.
Required Documents: Cover Letter, Resume

Time Type:

Part time

Position Term:

12 Month

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.




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Job No:
Posted: 2/21/2021
Application Due: 5/22/2021
Work Type: Full Time