Employment Type: Full-time
Posted data: 2021-12-06
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:

COVID-19 Vaccine Information:

In accordance with Washington State Governor's Proclamation 21.14.2, as a condition of employment, you must be fully vaccinated or have an approved medical/religious accommodation by time of hire. People are considered fully vaccinated two weeks after receiving their last shot in a vaccine series. Full Vaccination or an approved accommodation will be verified prior to your first day of work. Should you not be fully vaccinated or have an approved medical/religious accommodation you will not be able to start employment with WSU. Information regarding vaccine verification and/or requesting a medical/religious accommodation is available at https://hrs.wsu.edu/covid-19/vax-verification/. Please contact HRS at hrs@wsu.edu or 509-335-4521 if you have questions.

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:

• 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.
• Demonstrated experience supervising.

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
Screening Begin Date: December 13, 2021
Background Check: This position has been designated by the department to require a background check.
Application Instructions:

This position has been re-posted and will remain open until filled, however, to ensure consideration, please submit your application by the first screening date of December 13, 2021.

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.