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Administrative Specialist - Academic Affairs

Eastern Washington University

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Administrative Specialist - Academic Affairs

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 open recruitment; three days' notice will be provided prior to closure of recruitment.

We are currently seeking skilled and team-oriented applicants for the following position: Administrative Specialist—Academic Affairs. The administrative specialist works in conjunction with the executive assistant to the provost to ensure effective operations for the Office of Academic Affairs (Provost's Office) by providing administrative support to the provost, the vice provost and the associate vice president of academic affairs in a highly confidential and professional manner. The position is responsible for planning, organizing, implementing, coordinating and managing various administrative services for the office while exercising independent judgment and personal initiative. The position requires strong verbal and written communication skills, the ability to organize and prioritize tasks to ensure smooth work flow, excellence in work standards and a commitment to providing effective and efficient customer service. The administrative specialist will serve as a resource primarily for the vice provost, the associate vice president of academic affairs and the provost's executive assistant and will provide support for other positions in the Provost's Office as directed. Eastern Washington University is committed to increasing the diversity of its faculty, staff, students and academic program offerings and to strengthening sensitivity to diversity throughout the institution. EWU is an affirmative action/equal opportunity employer, and applications from members of historically underrepresented groups are especially encouraged. The candidate selected for this position will be compensated with a competitive salary and a comprehensive benefits package, which includes highly subsidized health and dental plans, a retirement plan with 100% university match, generous paid vacation and sick leave, 11 paid holidays (adjusted accordingly), a tuition waiver benefit and more. EWU expands opportunities for personal transformation through excellence in learning. _See Job Duties section for detailed description of the position's responsibilities. _

Required Qualifications:
To be considered qualified for this position, you must meet the minimum qualifications defined below:
  • Bachelor’s degree
  • At least three (3) years of administrative experience demonstrating readiness to succeed in an advanced position. To be considered qualifying, years of experience must be beyond entry level and/or basic clerical tasks, and must include one or more of the following, which may come from one position or a combination of positions equaling at least three (3) years of administrative experience:
    • Office management experience, including supervising/leading other office workers
    • Providing administrative support to an executive, including exercising delegated authority to handle administrative responsibilities on behalf of an executive
    • Directing projects, programs or departments, including accountability for achieving objectives
    • Performing the key responsibilities defined for this position, including decision-making and use of professional judgment in handling confidential matters.

  • Knowledge of administrative procedures and business operations
  • Work experience demonstrating strong computer skills, including experience with these duties:
    • Using the Microsoft Office suite and/or other software for word processing, spreadsheets, databases, communications
    • Developing and running reports
    • Updating and maintaining websites
    • Using complex relational databases such as Banner
  • Work experience demonstrating success handling a high volume of customer contact and providing customer service. To be considered qualifying, experience must include communications with various customers, such as external organizations and agencies as well as university employees, students and applicants. Communications must include verbal and written communications at various levels of formality.
  • Work experience demonstrating success handling a demanding workload with overlapping deadlines, requiring great attention to detail, strong communication skills, perseverance, initiative and the ability to function well under direction and working independently, all in an environment characterized by interruptions throughout the day.
  • Candidates must demonstrate interest, ability and/or experience promoting cultural competency, universal accessibility, and diversity.

Preferred Qualifications:
In addition to the minimum qualifications, one or more demonstrated qualifications below are preferred:
  • At least two (2) years of experience working in higher education
  • Knowledge of Banner (both student and finance) or another large relational database of more than 10,000 records
  • Experience in a higher education setting that equals at least one of the areas of experience listed under required qualifications
  • Skills and experience with project management, travel management and/or external relations
  • Exceptional writing skills
  • Preference may be given to current employees of EWU

Other Skills and Abilities:
  • Flexibility
  • Collaboration
  • Communication
  • Teamwork
  • Time Management
  • Attention to Detail

Job Duties:
% of Time: 25
Responsibility / Duty: EXECUTIVE ASSISTANT
  • Assist the vice provost and the associate vice president, and direct or support activities and initiatives related to division goals and objectives. Exercise decision-making authority in designated areas and use judgment in handling confidential matters for the vice provost and the associate vice president and other administrative staff in the Academic Affairs Office.
  • Collect information to support decision-making in Academic Affairs. Research, collect and analyze data; review materials submitted by deans, faculty and administrators; prepare information for discussions and decisions.
  • Schedule appointments for the vice provost and the associate vice president, providing appropriate information for appointments as needed. Schedule meetings, reserve rooms and ensure administrators are briefed on relevant matters before meetings.
  • Develop, prepare and/or assemble materials for meetings. Record and prepare minutes of meetings, agendas and information packets.
  • Interpret policies and procedures and serve as a liaison with colleges and other university offices. Serve as a resource for these offices and represent the vice provost or the associate vice president when requested. 
  • Collaborate on analysis of issues and development of solutions.
  • Develop, compose and update reports and other documents as requested. Compose drafts and final responses to inquiries, and prepare materials to be reviewed and advanced to executive administration.
  • Answer telephone calls, screen, take messages and share information with staff members, and/or refer callers to appropriate contacts.

Essential Function Indicator: Yes

% of Time: 10
  • Work with the vice provost, the associate vice president and other administrative staff, as well as relevant faculty on Faculty Organization councils and committees, to keep accurate records of academic policy changes, carefully tracking document versions and ensuring accuracy.
  • Work with the vice provost, the associate vice president and other administrative staff, as well as relevant faculty on Faculty Organization councils and committees, to ensure ongoing progress on academic assessment efforts and reports. Contribute to promoting a culture of assessment across the division of Academic Affairs.
  • Assist with administrative functions of Faculty Organization meetings related to academic integrity, academic appeals, curricular revision, assessment and academic policies.
  • Contribute to planning and coordination as well as compilation and editing of EWU self-study report and other activities related to institutional accreditation.

Essential Function Indicator: Yes

% of Time: 25
Responsibility / Duty: OFFICE OPERATIONS
  • Manage Academic Affairs Office’s travel functions. Make travel arrangements for the provost and other administrative staff. Prepare Concur requests and reports, calculate and track costs. Follow and be prepared to train others on travel policies and procedures. Travel expense reports to be regularly reviewed by budget officer.
  • Manage Academic Affairs procurement card. Expense reports to be regularly reviewed by budget officer.
  • Maintain and control computer and other equipment inventory for Academic Affairs Office staff. Maintain records and databases. Keep information updated.
  • Manage server-stored information and documents for Academic Affairs, maintaining appropriate read/edit permissions and exercising sound professional judgment in handling confidential material.
  • Develop or update and implement procedures for filing, record-keeping, main processing, reception and inventory maintenance and control. Maintain quality control processes to enhance efficiency and effectiveness of office operations. 
  • Work closely with Academic Affairs Office staff, faculty and other constituents to respond to requests, resolve problems and refer to appropriate resources or personnel, directing budget and personnel requests to the budget officer.
  • Maintain and update Academic Affairs website.
  • Evaluate website content and organization and recommend improvements and solutions for clarity and effectiveness of communications.
  • Review web content frequently to maintain currency.
  • Recommend web content for internal and external marketing of Academic Affairs information and news.

Essential Function Indicator: Yes

% of Time: 20
  • Manage and coordinate special projects and events as assigned. Independently analyze complex projects to implement plans, identify issues and determine steps to completion.
  • Determine procedures and steps, develop plans for accomplishing project and execute and assign project tasks.
  • Coordinate events and activities for the Provost’s Office, including scheduling, communications and logistics such as space, equipment, IT support and other details.
  • Prepare presentations and documents needed for events and serve as a resource to participants.

Essential Function Indicator: Yes

% of Time: 20
  • Provide leadership in the Academic Affairs Office in human resources management, policies and processes.
  • Maintain understanding of CBAs, contracts, policies and procedures related to human resources, interpreting policies and administering appropriate personnel practices.
  • Implement processes to optimize efficiency in hiring and other personnel matters, ensuring compliance with HR policies and procedures.
  • Administer recruiting processes for exempt and classified positions in consultation with HR.
  • Assist the executive assistant to the provost with administering the faculty evaluation, retention, promotion and tenure processes.
  • Supervise assigned classified and/or student staff: interview/recommend for hire, train, supervise, approve leave, approve timesheets, evaluate and coach/discipline as warranted.
  • Assist with interviewing, training and supervising classified staff as needed.
  • Assist with developing job descriptions and performance expectations for Academic Affairs staff.
  • Conduct meetings with staff across Academic Affairs as needed to address issues and share information.
  • Respond to and resolve as possible routine issues involving staff members, keeping the vice provost, the associate vice president or other relevant parties informed as warranted.

Essential Function Indicator: Yes

Conditions of Employment:
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. All new employees must comply with EWU Immunization Policy 602-02 and provide proof of immunity or vaccination to MMR and proof they are fully vaccinated against COVID-19 before beginning work at EWU. Waivers for the immunization requirements are available for medical or sincerely held religious beliefs.
Salary Information: The salary range for this position is $62,522 (minimum) up to $68,000. Where the hired candidate will begin within this range is dependent on education, experience and skills.

Posting Date: 10/19/2021
Open Until Further Notice: Yes
Closing Date:
Screening to Begin: 11/01/2021

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

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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Eastern Washington University is a student-centered, regionally based, comprehensive university. Its campus is located in Cheney, within the Spokane metropolitan area, with additional learning centers in the region and elsewhere in Washington State. Its mission is to prepare broadly educated, technologically proficient, and highly productive citizens to attain meaningful careers, to enjoy enriched lives, and to make contributions to a culturally diverse society.

Eastern Washington University will achieve its mission by providing:

  • an excellent student-centered learning environment;
  • professionally accomplished faculty who are strongly committed to student learning;
  • high-quality integrated, interdependent programs that build upon the region's assets and offer a broad range of choices as appropriate to the needs of the university's students and the region; and
  • exceptional student support services, resources, and facilities.
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