Secretary Senior - History, Anthropology, and Modern Languages and Literatures

About Eastern Washington University:
Eastern Washington University is a regional, comprehensive public university located in Cheney and Spokane, Washington, with programs offered throughout the state and online with an enrollment of over 12,000 students. Eastern is one of six state-funded four-year institutions of higher education in Washington reporting to its own Board of Trustees.

Eastern’s 300-acre main campus is located in Cheney, a community of 11,000 residents 16 miles southwest of the state’s second largest city, Spokane. Eastern also offers programs in downtown Spokane at the Brand new Catalyst building and on the Riverpoint Campus which is shared with Washington State University. Eastern also offers program throughout the state based on the needs of the community. Eastern offers an array of bachelor’s and master’s degrees and one applied doctorate in physical therapy. EWU offers 135 fields of study, 9 master’s degrees, 12 graduate certificates, 39 graduate programs, 1 educational specialist degree, and 1 applied doctorate to more than 10,000 enrolled students.

Job Summary:
This is an 80% time Secretary Senior position, which will support the History, Anthropology and Modern Languages Department on Eastern Washington University's Cheney campus.
This position will be under general supervision of the History, Anthropology, and Modern Languages and Literatures Department Chair. The individual serves in support for the Department Chair, Program Directors, Faculty, and Students in the History, Anthropology, and Modern Languages and Literatures programs. Duties and assignments are of a routine nature, are recurring and accomplished by following established work methods or procedures. Positions allocated to the Secretary Senior classification perform complex secretarial duties and supervise office support staff which could include lower level classified staff and/or student employees.
Other key responsibilities include:

• Independently planning, organizing and prioritizing work,
• Monitoring and evaluating budget(s) and initiating corrections,
• Developing travel itineraries,
• Compiling reports,
• Developing, modifying, and/or maintaining data base management, office record keeping, and filing system(s), * Establishing office procedures, standards, priorities, and deadlines,
• Coordinating office operations,
• Initiating action to ensure work unit and/or office goals are met,
• Have frequent contacts with students, faculty, staff from other departments, and the public.

The work performed is of a complex nature, and requires knowledge of a variety of regulations, rules, policies, procedures, processes, materials, and equipment. Position is expected to solve problems independently, and devise new work methods. Position does not have authority to deviate from established department, college or university standards. Instead, decision making is limited to specific areas that are appropriate for the position and its classification:

• Make purchases of supplies and equipment within budgetary limitations;
• Hire and oversee the student office aides and office operations;
• Oversee space allocation involving the work area utilized by the position and the student office aides; does not make space allocation decisions involving faculty offices and classrooms;
• Handle the arrangements associated with leasing the office copier/printer;
• Improve existing systems, or creates systems, such as record keeping systems for the department, and the department inventory currently in use (including gathering and sending items to surplus or disposal).

The candidate selected for this position will be rewarded with competitive compensation and a comprehensive benefits package which includes highly subsidized health/dental plans, retirement plan with 100% university match, generous paid vacation and sick leave, 11 paid holidays (adjusted accordingly), tuition waiver benefit and more!

EWU expands opportunities for personal transformation through excellence in learning.

Required Qualifications:

• High School Graduate or Equivalent
• One year of responsible office experience requiring both of the following:
  • MS Office and
  • Budget maintenance
  
  
  
• Strong computer skills to include Word, Excel, database systems and other office-related applications, plus demonstrated ability to learn new software applications
• Excellent verbal and written communication skills
• Excellent telephone skills
• Demonstrated ability to apply a culturally responsive and flexible approach that is supportive to the diverse needs, including universal access, of our students, faculty, staff, and the public

Preferred Qualifications:
Preference may be given to candidates who offer one or more of the following:

• Experience in Higher Education
• Experience with large data information systems such as Banner
• Experience giving direction to others (such as to part-time student office help)
• Experience with WordPress

Other Skills and Abilities:

• Flexibility
• Collaboration
• Communication
• Teamwork
• Time Management
• Attention to Detail

Job Duties:
% of Time: 50
Responsibility / Duty: Department Support

• Develops office procedures including procedures for the clerical work performed by the student office aides supervised by the position. 
• Organizes, coordinates and supervises the clerical and support work performed by the student office aides (does not have responsibility for directing other department operations).
• Provides information to students, faculty, groups, and the public, such as assisting students by walking through options outlined in department printed and/or online materials, but does not engage in academic advising with students. 
• Assists with development of department flyers relaying information about programs and courses, a few times each quarter. 
• Shares information about the department in campus meetings (supervisor has not delegated any responsibility to act as an official department or supervisor’s representative). 
• Confers with various university departments to ensure procedures you follow are in alignment with university standards. 
• Uses a variety of software and university systems in performance of duties. 
• Follows established university guidelines to submit course change/addition information for inclusion in the university catalog on behalf of department faculty. 
• Supervises and trains multiple student office aides in performance of routine and predictable duties. The number of student aides varies from year to year, from five to seven.

Essential Function Indicator: Yes


% of Time: 40
Responsibility / Duty: Budget and Fiscal Duties 

• Maintains, updates and reconciles fiscal and budgetary records. 
• Makes purchases requested by others; makes purchases involving office supplies. 
• Reviews purchases already made by faculty for compliance with university policy, and then initiates reimbursement requisitions. 
• Assists in ordering and purchasing equipment for department lab spaces; oversees delivery and set up of equipment. 
• Provides budget reports monthly and annually. 
• Provides projections to assist the supervisor with budgetary planning. 
• Reviews and reconciles faculty travel expenses. 
• Maintains records relating to time worked and wage costs associated with the student office aides; approves student timesheets. 
• Compiles information related to course fee accounts, revenues and expenditures, for review and use by the supervisor. 
• Assists with requests for budget information related to department and/or grant needs.

Essential Function Indicator: Yes


% of Time: 10
Responsibility / Duty: Faculty and Other Support

• Assists with travel arrangements; assist faculty in using travel system software. 
• Prepares and summarizes faculty student evaluations; trains student office aids in handling the evaluations. 
• Coordinates quarterly textbook requisitions; create and maintain related electronic records. 
• Collects faculty forms, PTOL and workload documents. 
• Assists faculty in troubleshooting computer issues; initiate tickets with Information Technology Help Desk to resolve issues. 
• Maintains department inventory of equipment, including procedure for equipment check-out by faculty. 
• Purchases supplies and equipment as requested; order supplies and equipment up to a $300 limit. 
• Assists with making appointments. 
• Assists supervisor by placing appointments on supervisor’s calendar.

Essential Function Indicator: Yes



Conditions of Employment:
This is an 80% position that includes 32 hours/week rather than a normal 40 hours/week schedule. Hours will be coordinated and approved by the Supervisor.
This position, during the course of university employment will be involved in the receipt of, or accountability for, university funds or other items of value; as well as the unsupervised access with the developmentally disabled, vulnerable adults or children under the age of 16. The offer of employment is contingent upon successful completion and passing of a background check prior to beginning employment.

This position is covered by the Washington Federation of State Employees’ Collective Bargaining Agreement.
Salary Information: The range for the position is: $27,408 (80%) (minimum) - $35,414 (80%). Where the hired candidate starts within the range is dependent on experience and qualifications.

Posting Date: 07/23/2021
Open Until Further Notice: No
Closing Date: 8/6/2021
Screening to Begin: 08/09/2021

Special Instructions to Applicants:
Submit your application materials through our online applications portal provided below. If you are unable to submit through the applicant portal, please contact Human Resources Services at (509) 359-2381.

To apply, visit https://jobs.hr.ewu.edu/postings/7101

EWU does not discriminate in its programs and activities on the basis of race, color, creed, religion, national origin, citizenship or immigration status, sex, pregnancy, sexual orientation, gender identity/expression, genetic information, age, marital status, families with children, protected veteran or military status, HIV or hepatitis C, status as a mother breastfeeding her child, or the presence of any sensory, mental, or physical disability or the use of a trained guide dog or service animal by a person with a disability, as provided for and to the extent required by state and federal laws.





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