Student Equity, Leadership, and Community Administrative Assistant

Employer
Washington State University
Location
Pullman, WA
Closing date
Oct 23, 2021

View more

Administrative Jobs
Institutional & Business Affairs, Clerical & Administrative Support, Communications & Marketing, Diversity & Inclusion

Job Details

Employment Type: Full-time
Posted data: 2021-07-14
Req: R-1794

Title:

105F-YN - Administrative Assistant 2

Business Title:

Student Equity, Leadership, and Community Administrative Assistant

Location:

Employee Type:

Classified

Job Family:

Civil Service - OT Eligible

Position Details:

Summary of Duties:

Under general direction, perform work using knowledge and experience specific to the Student Equity, Leadership, and Community area (includes Diversity Center Programs, ASWSUHS, Cougs in the Community, SEB, Registered Student Organizations). Exercise independent judgment in interpreting and applying rules and regulations as they pertain to Student Equity, Leadership, and Community programs on the WSU Health Sciences campus. Independently advise students, staff, faculty, and the public regarding Student Equity, Leadership, and Community program (ELC Student Hub) policies, procedures, and activities. This position independently coordinates day-to-day activities and events sponsored by the Student Equity, Leadership, and Community area. This includes promoting events; providing financial reports; setting goals; initiating travel; and coordinating paperwork for accounts payable and accounts receivable. The incumbent works collaboratively with internal and external constituencies and provides information and advice regarding WSU policies and procedures. This position also supports the Director and Assistant Director of Student Equity, Leadership, and Community and their events, speakers, and activities.

Essential Duties:

Student Equity, Leadership, and Community Program Support - 35%

  • Attend weekly meetings of the Student Equity Leadership and Community Student Board, made up of student leaders and confer regularly with program participants regarding interpretation and implementation of program and institutional policies.
  • Provide information and interpretation to the student programs in Student Equity, Leadership, and Community concerning state laws, regulations, and policies regarding the use of facilities and resources.
  • Coordinate the development of vendor contracts utilizing knowledge of laws, regulations, and policies. Route contracts for approval to appropriate authorities.
  • Monitor and track event planning details for large scale ELC sponsored events. Coordinate with supervisor and student groups as needed to ensure event planning is on track.
  • Coordinate events, projects, and initiatives sponsored by the ELC area – Cougar Dash, ELC team development, Campus Faculty and Staff Development, Campus BBQs, Orientation, Commencement Reception, Staff Training,
  • Assess, evaluate, and create reports regarding the effectiveness of events and activities sponsored by Student Equity, Leadership, and Community.
  • Create and maintain event database of attendees, vendors, budgets.
  • Coordinate the Service and Activities (S&A) fee funding request process. Compile documentation for the S&A Fee Committee for hearing process. Coordinate correspondence with S&A Fee requestors including notifying recipients of funding allocations. Assist with the S&A Fee hearing processes (taking meeting minutes, updating documentation, and distributing as needed).
  • Provide information and advice to students, staff, faculty and the public regarding Student Equity, Leadership, and Community policies, content, and activities.
  • Place initial orders, conduct follow-up on invoices, deliveries, and reservations with on and off campus vendors for projects led by the Director and Assistant Director of ELC, and provide similar support to reporting units as needed.
  • Place initial orders, conduct follow-up on invoices, deliveries, and reservations with on and of campus vendors.
  • Ensure events and activities comply with University policies and procedures and fulfill the organization’s mission and goals.

Student-led Programs & Fiscal Support - 25%

  • Serve as point of contact for all fiscal processes related to the Student Equity, Leadership, and Community area, and its organizations, units and projects. Fiscal processes include: purchasing, travel, account transfers, etc.
  • Reconcile the purchasing cards for the student led-programs in Student Equity, Leadership, and Community purchases including filling out and submitting proper paperwork for exceptions, expenditures, transfer requests, and department requests.
  • Monitor budget status in line with Student Equity, Leadership, and Community program activities, plans, and priorities. Submit proper Expenditure Transfer Request documentation for incorrectly charged expenditures. Notify Director of Equity, Leadership, and Community immediately of issues concerning budget and purchasing.
  • Coordinate and collaborate with Student Affairs departments regarding logistical needs for events, speakers, and activities. Includes coordinating travel (flights, hotels, etc.), food, room reservations and set-ups, technology needs, and other details.
  • Assist students on proper procedures for event coordination, including communication with specific offices, including but not limited to, A/V, Public Safety, Facilities & Operations, and Scheduling/Events Coordination. Ensure compliance with FacUse policy, RSO policy, State Ethics Law for state resources, etc.
  • Coordinate the ASWSUHS travel grants. Explain policy and procedure. Assist students with the completion of all forms and documents required for their travel. Resolves discrepancy issues with travel forms submitted to the department. Escalates major issues to supervisor.
  • Create and complete paperwork for invoice vouchers, cash deposits, IRI’s, guest parking permit orders, and department orders.
  • Receive and route to finance department all incoming invoices and bills from outside vendors.
  • Track and reconcile travel and program expenses (i.e. lodging, airfare, car rentals, food, etc.) for all events and meetings sponsored by the Student Equity, Leadership, and Community area.
  • Prepare and submit Travel Expense Voucher (TEV) forms for reimbursement. Ensure records are retained as directed by the Business Policies and Procedure Manual. Follow up with students to ensure that all travel documents, receipts, and other items are returned in a timely manner per policy.
  • Develop, track and process expenditures and correlating documentation for accounts payable, purchasing card reconciliation, and contracts relating to events and activities sponsored by Student Equity, Leadership, and Community programs and S&A funded projects.
  • Collaborates with ELC staff to reconcile S&A budgets, investigate and solve discrepancies, ensure expenses align with original requests, and funds are spent accordingly.
  • Distribute monthly/quarterly fiscal status reports for Student Equity, Leadership, and Community and S&A funds as requested.
  • Develop and present training sessions for staff and students on fiscal management policies & procedures as they relate to S&A fees and fundraising accounts. Prepare documents to develop annual S&A budget requests for the larger ELC area.
  • Work directly with WSU Spokane Office of Finance and Pullman colleagues on fiscal management.
  • Coordinates and develops contracts for events. Collaborates with vendors on logistical needs for events.

Office Coordination - 25%

  • Oversees coordination of day-to-day operations for the physical spaces occupied by the Student Equity, Leadership, and Community.
  • Coordinate meetings for Student Equity, Leadership, and Community leadership staff; manages scheduling for the shared conference room space while managing complex needs of student leaders and associated staff.
  • Collaborates with WSU Health Sciences communications to promote and increase outreach for the three areas in Student Equity, Leadership, and Community.
  • Collaborates with the Student Affairs Business Analyst to update Student ELC websites.
  • Hires, trains, supervises, and evaluates the ELC Student Hub Office Interns.
  • Maintain and purchase office equipment and supplies. Orders office supplies and ensures appropriate supply levels as requested by student leaders, RSOs and staff. Review and update equipment check-out procedures, security of equipment.
  • Authorized to implement approved office changes and submission of work-order requests for office maintenance. Coordinates with the campus space planner any changes that need to be made.
  • Ensures the Student Equity, Leadership, and Community Student Board addresses office space decisions, information, and relevant changes.
  • Authorized to implement approved office changes and submission of work-order requests for office maintenance. Coordinates with the campus space planner any changes that need to be made.
  • Counsels student executive staff, senators, committees, and advisors in program operations, providing “front line” leadership; ensures students follow WSU procedures, practices, and Policies.
  • Develop student leader/employee contact database.
  • Manage the share drive in Teams and ensures all needed documents are available.
  • Schedule and oversee ELC Student Interns; assign and oversee assignments through completion.
  • Develop and maintain confidential file system for student records and student hiring processes.
  • Create and maintain copies of inter-office paperwork for purchasing, travel, office protocol, vendors, and contacts.
  • Responsible for storage of recent records and maintenance of storage areas. Track records retention schedule.

General Support - 10%

  • Provides administrative support to the Director and Assistant Director of Student Equity, Leadership, and Community on projects, programs, and initiatives.
  • Answers the main Student ELC telephone.
  • Creates documents (correspondence, operating procedures, training material) and reports (monthly and annual).
  • Independently advises, works, and collaborates with incoming students, general public, and others.
  • Collaborates with the student leadership development team to plan and implement leadership curriculum and provide support for fall leadership student experience.

Other - 5%

  • Other duties as assigned.


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:

  • Two (2) years of experience working with students in a higher education setting.
  • Demonstrated strong computer skills including proficiency with Microsoft Office software including, Excel, Outlook, PowerPoint, and Word.
  • Demonstrated strong interpersonal and communication skills necessary to represent the Student Equity, Leadership, and Community area in a professional manner.
  • Demonstrated intercultural communication and competence working with people from historically underrepresented populations.
  • Experience with event planning and coordination of programs and services for students and student organizations.
  • Demonstrated experience supervising students.


Preferred Qualifications:

  • Bachelor’s degree in Higher Education Administration, Counseling, Student Personnel, related area is highly desirable.
  • Previous experience with Washington State University, or in higher education working with policies and procedures.
  • Experience with student life services (Student Government, Diversity Centers, Involvement Offices, Community Engagement Offices) in higher education.
  • Experience with budget management.

Additional Information:

Area/College: WSU Health Sciences Spokane
Department Name: Division of Student Affairs
City, State, Zip: Spokane, WA 99202
Department Link: https://spokane.wsu.edu/studentaffairs/

Monthly Salary: $2,929.00
FTE: 1.0
Permanent/Temporary/Project: Permanent
Posting Close Date: Applicants must submit their completed application by August 1, 2021 at 11:59 p.m.
Screening Begin Date: August 2, 2021
Background Check: This position has been designated by the department to require a background check.
Application Instructions: 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.
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.

Find Us
Location
United States

Get job alerts

Create a job alert and receive personalised job recommendations straight to your inbox.

Create alert