Employment Type: Full-time
Posted data: 2021-10-11
Req: R-2620

Title:

105F-YN - Administrative Assistant 2

Business Title:

Administrative Assistant 2

Location:

Employee Type:

Classified

Job Family:

Civil Service - OT Eligible

Position Details:

COVID-19 Vaccine Information:

In accordance with Washington State Governor’s Proclamation 21-14.1, as a condition of employment, all WSU employees must be fully vaccinated or have an approved medical/religious accommodation no later than October 18, 2021. People are considered fully vaccinated two weeks after receiving their last shot in a vaccine series. Vaccine or an approved accommodation for new employees will be verified no later than October 18, 2021. If the effective date of appointment is October 18, 2021 or later vaccine or approved accommodation status will be verified prior to first day of employment. Please reach out to Human Resource Services (HRS) at hrs@wsu.edu or 509-335-4521 if you have questions regarding this.

Summary of Duties:

This position provides direct administrative support to the Director and Associate Director of WSU Mount Vernon Northwestern Washington Research and Extension Center (NWREC). This position serves as the initial point of administrative contact, often on complex and confidential issues, for all external constituencies, such as other WSU units both in Pullman and throughout the state; and with federal, state, county, and local government agencies and the community at large. This position assists the Director and Associate Director in a broad range of responsibilities related to the activities and operations of WSU Mount Vernon NWREC, and performs or helps coordinate a variety of administrative, support, and follow-up activities for the Director and Associate Director with the highest level of efficiency and attention to detail. Serving as the initial point of contact for NWREC and providing event and communications coordination and front office assistance for the Director and Center Programs. This position requires a high degree of professionalism, independent judgment and decision-making, confidentiality, discretion, and strong organizational skills.

Administration/Liaison (35%)

• Serve as the initial point of direct contact with the Director and Associate Director and act as a unit liaison with other university offices, departments, colleges, and faculty as well as with local, county, state and Federal government agencies.
• Interact with diverse external stakeholders in situations requiring a high degree of knowledge, tact, diplomacy, and confidentiality on the Director and Associate Director’s behalf.
• Greet visitors, and answer or appropriately refer walk-in questions related to agriculture, gardening, landscaping, plant/insect identification, and the mission of the Center.
• Develop and provide to others information on services and functions performed by the unit, and maintain a current working knowledge of ongoing activities and projects being conducted by the unit.
• Resolve a variety of complex and confidential scheduling and contact issues arising for the Director and Associate Director on a day-to-day basis.
• Determine the approach or action to take in non-routine situations by interpreting State, University and Unit guidelines, procedures, policies and practices.
• Actively assist in administrative problem-solving, program/project planning, development, and execution of WSU Mount Vernon NWREC goals.
• Maintain the Director’s calendar, coordinate their travel arrangements, schedule meetings and make other arrangements as needed.
• Organize and facilitate meetings and special events and activities such as campus visits, on-site tours, and special public events for WSU Mount Vernon NWREC in conjunction with the General Admin Team.
• Assists with all duties relating to community outreach and engagement events and serve as Center photographer as needed.
• Distribute mail daily and assist with proper shipping and receiving.
• Advise staff on proper use of Purchasing Cards including allowable and non-allowable purchases.
• Assist with maintaining and coordinating cash handling and logs while following proper cash handling procedures.
• Maintain various record keeping systems and reports as needed.

Scheduling (30%)

• Exercise independence, good judgment and a clear understanding of the priorities of the WSU Mount Vernon NWREC administration.
• Determine the most efficient technology necessary for the various types of meetings in which the Director and Associate Director participates and supervise the scheduling of Zoom, phone conferences or communication media that may be required.
• Handle confidential correspondence and materials for the Director and Associate Director.
• Manage the scheduling of the WSU Mount Vernon NWERC Sakuma Auditorium, conference rooms, Tree House, and Olson House (graduate student housing) in accordance with Center and university rental and reservation policies. Prepare rental use agreement contracts, process invoices, and collect rent.
• Manage the class scheduling for all WSU Mount Vernon NWREC graduate student courses, instructor led courses, and other WSU courses taught at NWREC.
• Provide troubleshooting support for meetings, classes and conferences.

Communications (30%)

• Serve as initial point of contact for external constituents and the public via phone and in person.
• Obtain, provide, and summarize pertinent information in response to constituent inquiries.
• Compose responses to letters, emails, memorandums and verbal requests for the administrators.
• Prepare agendas and meeting minutes for administrative, staff, and faculty meetings.
• Serve the Center’s volunteers by attending the Umbrella Group meeting, taking and distributing notes, and leading any follow-up action items.
• Update handbooks on a regular basis.
• Provide assistance and notifications regarding all arriving/departing graduate students and employees. Complete onboarding for all new personnel at the Center including distributing new employee/grad student announcements and photos.
• Coordinate and distribute weekly notices from the Director to all faculty, staff, and graduate students.
• Send email reminders for Center meetings, seminars, and special events.
• Maintain all internal personnel email lists.
• Coordinate and keep lobby electronic display up to date.
• Assume primary responsibility as a member of the administration team in managing, preparing, and updating website and related documentation, brochures, manuals, handbooks, and press releases while working in conjunction with CAHNRS Communications and PREC/NWREC Graphic Designer.
• Assist AFS faculty in the design/development work such as revising and updating lecture slides and lab materials.
• Perform photography and videography for dissemination as media outputs for the AFS program.
• Develop, produce, and coordinate the production of public relation, communication, and instructional materials for NWREC-based AFS faculty using several media including brochures, posters, Extension bulletins, web pages, and PowerPoint presentations.
• Create a variety of reports to fulfill university, state and federal reporting requirements and for public communication purposes.
• Evaluate community college courses for possible equivalencies for transferability for the OSA degree program. Submit paperwork to process those equivalencies.
• Evaluate community college degree and certificate programs for possible articulation agreements coordinating with CAHNRS Pullman and WSU Everett staff.
• Summarize accomplishments and prepare progress reports regarding research activities of NWREC-based AFS faculty; assemble, organize, and interpret data.
• Gather, compile and finalize information from NWREC-based AFS faculty for grant-funded activities for granting agencies and regional agricultural producers and industries.

Other Duties (5%)

• Assist administrators with filing, copying, scanning, and running errands as needed.
• Performs other related duties as required and 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 commitment and success working with people from diverse backgrounds in culturally sustaining ways.
• Work experience that demonstrates an ability to function positively under pressure in a fast-paced, professional environment; to take initiative to organize and prioritize multiple assignments and projects efficiently with attention to detail; and to manage interruptions, meet deadlines, and provide high quality service to all constituents.
• Experience organizing and expressing ideas in oral and written communication, including composing and editing correspondence and documentation.
• Work experience that demonstrates competency, proficiency, and accuracy using software programs including Microsoft Word, Excel, PowerPoint, Outlook and Teams.
• Must have, or able to obtain, a valid driver’s license by time of hire.

Preferred Qualifications:

• Experience providing complex administrative oversight and assistance to an office, preferable in a higher education environment, and ability to work well as part of a team.
• Experience with coordinating, designing and/or maintaining websites, brochures, manuals, handbooks, press releases, videography, and other external communications.

Additional Information:

Area/College: CAHNRS
Department Name: WSU Mount Vernon Northwestern Washington Research and Extension Center (NWREC)
City, State, Zip: Mount Vernon, WA 98273
Department Link: https://mtvernon.wsu.edu/
Monthly Salary: $2,929.00
FTE: 100
Permanent/Temporary/Project: Permanent
Background Check: This position has been designated by the department to require a background check.

Screening date:

This recruitment has been reposted. Screening of applications will begin on October 20, 2021

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:
1) Resume
2) 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.