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Administrative Assistant

Employer
Washington State University
Location
Pullman, WA

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Job Details

Employment Type: Full-time
Posted data: 2021-08-10
Req: R-1046

Title:

105F-YN - Administrative Assistant 2

Business Title:

Administrative Assistant

Location:

Employee Type:

Classified

Job Family:

Civil Service - OT Eligible

Position Details:

Summary of Duties:

Oversee and provide a wide range of diverse high-level administrative support to the Assistant Dean for Health Equity and Inclusion (ADHE&I) for the new Office of Diversity, Health Justice, and Belonging (DHJ&B). Serve as the liaison for both internal and external constituents concerning matters pertaining to a variety of departmental issues, on complex, sensitive and confidential issues. Represent the Assistant Dean for Health Equity and Inclusion in positions requiring a high degree of tact, diplomacy, and confidentiality. Manage the day to day office support activities. Maintain financial and personnel records.

45% - Administrative Support

  • In support of the Assistant Dean of Health Equity and Inclusion (ADHE&I), provide high- level administrative problem solving, research administrative issues and challenges, and recommend solutions; program/project planning, development and execution of goals and objectives; liaise with internal and external customers; manage, coordinate, and maintain the calendar of the ADHE&I including scheduling appointments, provide appropriate coordination and follow-up, and ensure deadlines are met while using independent judgment on prioritizing meeting requests based on topic and urgency.
  • Independently handle non-routine situations, using professional judgment and expert knowledge of guidelines, procedures, policies, and practices to determine approach or action to take.
  • Respond to phone calls, guests, and compose and distribute correspondence memos, letters, emails, faxes, and forms; refer inquiries to the appropriate offices using own independent judgment and discretion; follow-up as needed.
  • Proactively represent management in a variety of meetings and on committees. Compose non-routine, complex, and confidential correspondence for signature. Prepare meeting materials such as agendas, handouts, and training materials for the office. Specifically serve as the support for the Inclusion Matrix Workgroup (IMW) and Equity Committee (EQ).
  • Plan, develop, and update relevant departmental documents such as the student, staff, and faculty diversity and intercultural development materials for the IIMW and EQ narrative and/or statistical reports, and written communications on behalf of the ADHE&I.
  • Schedule, manage, and coordinate appointments and meetings with individuals and groups both within WSU and outside agencies to include room reservations and arranging phone, video teleconference, laptop and projector equipment for the ADHE&I and other staff in the department.
  • Coordinate and make travel arrangements for the ADHE&I and other department staff and constituents traveling on behalf of the five areas. Prepare travel authority (TA) forms, expense vouchers (TEV), claim vouchers, and maintain all travel records and documentation.
  • Reconcile Purchasing card statements; record and provide monthly budgetary expenditure tracking.
  • Continually evaluate procedures and processes for efficiency and improvement; analyze results and independently implement changes.
  • Plan and manage office space, to include managing moves, additions, and changes of employees and furniture; submit all work orders.
  • Order, distribute, and monitor office equipment and supplies.

30% - Operational Oversight

  • Coordinate recruitment and personnel needs in collaboration with the Personnel Coordinator; scheduling interviews, coordinate office space and supplies, organize trainings.
  • Responsible for the management of calendar, such as meetings, training, special events etc. Schedules appointments and meetings; make travel arrangements.
  • Establish, maintain and process electronic and paper files, records, contact lists, and other documents using spreadsheet and database software.
  • Utilize the Business Policies and Procedures Manual regarding purchasing, reimbursements, and travel, managing all purchasing requests, reimbursement and travel arrangements and reimbursements for Office for Diversity, Health Justice, and Belonging team members.
  • Efficient management and processing of supply orders and P-card transactions. Authorized purchase card holder and reconciler for Office of Student Affairs.
  • Coordinate travel arrangements for Office for Diversity, Health Justice, and Belonging staff and students; obtain budget approval and provide reconciliation against the Office budget, complete travel expenditure reimbursements; adhering to WSU travel and per diem regulations.

20% - Special Projects

  • Partner with the Assistant Dean for Health Equity and Inclusion on high-level administrative innovation, best practices exploration, problem solving, project planning, maintaining deadlines, and execution of stated goals and objectives outlined in university, college, and/or unit strategic plans.
  • Plan, coordinate, and execute special events, pathway programs, and/or projects for the office as assigned, including but not limited to coordinating travel arrangements for both internal and external attendees, reserving room(s) and venues, completing the Request to Serve Food for, gathering catering and food delivery quotes, arranging for AV/IT support as necessary, and completing order requests for all necessary purchases.

5% - Other

  • Perform other job related duties as needed.

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 commitment and success working with people from diverse backgrounds in culturally sustaining ways.
  • Computer software skills, including the ability to use office software, such as databases, spreadsheets, word processing.
  • Demonstrated working knowledge of policies and procedures in a complex academic institution or similar complex organization.


Preferred Qualifications:

  • Ability to work flexible hours, including evening and occasional weekends.

Additional Information:

Area/College: Elson S. Floyd College of Medicine
Department Name: Office of Diversity, Health Justice, and Belonging
City, State, Zip: Spokane, WA 99202
Department Link: https://medicine.wsu.edu/
Monthly Salary: $2,929.00
FTE: 1.0
Permanent/Temporary/Project: Permanent
Posting Close Date: Applicants must submit their completed application by August 30, 2021 at 11:59 p.m.

Background Check: This position has been designated by the department to require a background check.

Application Instructions:This position has been re-posted with a close date of August 30, 2021.

Applicants must attach a 1) resume and 2) cover letter to their online application. Application materials should clearly communicate how the applicant meets all required qualifications and additional requirements. Applicants are required to include contact information for professional references within the application.
Required Documents: Resume and Cover letter

Time Type:

Full 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.

Organization

Working at Washington State University

Founded as the people’s university, WSU embraces its land-grant heritage, seeking to transform lives through education, research, and community engagement and service. The University has been delivering life-changing knowledge and discoveries to the state, region, nation, and the world for nearly 130 years. WSU enjoys productive partnerships with major industries in the state, including agribusiness, aerospace, health care, software, technology, and construction. The colleges at WSU Health Sciences Spokane have formed robust partnerships across the state of Washington, both with large medical centers and hospitals, as well as a variety of rural and community hospitals and clinics.

WSU is Washington’s land-grant university with campuses located statewide in Everett, Pullman, Spokane, Tri-Cities, Vancouver, and online through the Global Campus. WSU also has research centers located throughout the state and extension offices in every county. Learn about WSU’s statewide reach.

WSU employees promote academic excellence and innovative research with nationally recognized academic programs, renowned professors, students who make a difference, and vibrant communities.

WSU offers staff and faculty a comprehensive benefits package as well as professional development and a host of work/life quality programs. Explore WSU’s benefits.

Review the application instructions for instructions and tips on using the WSU Jobs site and applying for jobs at WSU.

WSU is Washington’s land-grant university with campuses located statewide in Everett, Pullman, Spokane, Tri-Cities, Vancouver, and online through the Global Campus. WSU also has research centers located throughout the state and extension offices in every county. Learn about WSU’s statewide reach.

WSU employees promote academic excellence and innovative research with nationally recognized academic programs, renowned professors, students who make a difference, and vibrant communities.

WSU offers staff and faculty a comprehensive benefits package as well as professional development and a host of work/life quality programs. Explore WSU’s benefits.

Review the application instructions for instructions and tips on using the WSU Jobs site and applying for jobs at WSU.

Diversity Profile: Washington State University

As a land-grant institution, diversity, equity, and inclusion serve as core values and beliefs of Washington State University (WSU). At the university, college, or department level, WSU is committed to fostering open, proactive dialogue to create a more inclusive culture at all its locations including the five physical campuses and its online Global Campus, as well as its 39 Extension offices, four research centers, and 25 small business development centers.

Core Belief

WSU is committed to achieving an ethical and socially just society for all. Instituting social change on a large scale begins at home with system-level policies that actively promote equity. The University is committed to diversity, equity, and inclusion throughout every aspect of its statewide system. We strive to create a climate that enables underrepresented students, faculty, and staff to thrive in communities that foster a sense of belonging in a culture of inclusion. The ultimate goal? Creation of institutional culture in which inclusion and equity are the norms, a model that helps move the world toward a place in which all people are treated with dignity and respect.

Core Value

Equity, diversity, inclusion, and belonging. Promotion of an ethical and socially just society through an intentional commitment to equity, diversity, and inclusion.

WSU’s core ideology can be found in its System Strategic Plan. 

WSU’s Student Body

WSU's student body statewide is ethnically diverse: 31 percent of our students are underrepresented minorities, and first-generation students represent nearly 33 percent of the total enrollment. About 15 percent of WSU students hail from outside the state of Washington and about 7 percent are international students. System-wide enrollment reached a record 31,607 students in fall 2019.

Associate Vice Provost for Inclusive Excellence Recently Announced

Dr. Lisa Guerrero was recently named associate vice provost for inclusive excellence. Guerrero has been an active advocate for diversity and inclusion since joining the WSU faculty in 2004. She is currently a professor of Comparative Ethnic Studies in WSU’s School of Languages, Cultures, and Race. She will maintain her faculty position, while serving as associate vice provost in a half-time appointment.

Dr. Guerrero will provide leadership to academic affairs in implementing WSU’s commitment to equity, diversity, and inclusion. She will help to identify and implement best practices and evidence-based approaches in faculty hiring, tenure and promotion, research support, faculty retention, teaching and mentoring, and curriculum planning. One of her first areas of responsibility will be to oversee the Racism and Social Inequality in the Americas faculty cluster hire program for Fall 2021.

Representative Affinity Groups

Representative affinity groups within the Washington State University system include the following:

WSU Resources and Offices

WSU Human Resource Services supports a climate of integrity and equity that actively reflects open, respectful dialog. Additional resources are available on the Human Resource Services website.

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