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Administrative Assistant

Job description

Employment Type: Full-time
Posted data: 2021-04-29
Req: R-1046


105F-YN - Administrative Assistant 2

Business Title:

Administrative Assistant


Employee Type:


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 May 12, 2021 at 11:59 p.m.

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

Application Instructions: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.




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Job No:
Posted: 5/2/2021
Application Due: 7/31/2021
Work Type: Full Time