Executive Assistant to the Dean, College of Professional Programs

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.

Tribal Land Acknowledgement

Eastern Washington University resides within the traditional homelands of the Spokane People and other tribes who are connected through their shared history of this region. This land holds their cultural DNA and it is their Ancestors who are here and bring forth the knowledge of this place—the knowledge that comes from the land.

Job Summary:

• This position will close to applicants at midnight, Sunday, February 20, 2022.
• The College of Professional Programs at Eastern Washington University is currently seeking applicants for an Executive Assistant to the Dean.
• This position reports to the Dean of the College and works to ensure effective college operations by providing executive level and administrative support to the Dean in a highly confidential and professional manner.
• In this capacity, the position is responsible for planning, organizing, implementing, coordinating, and managing assigned administrative services for the College, exercising independent judgment, as well as decision-making authority in designated areas.
• The position requires a high degree of personal initiative, flexibility, and personal judgment in all assignments, along with strong verbal and written communication skills, ability to organize and prioritize tasks to ensure smooth workflow, excellence in work standards and a demonstrated interest in providing strong customer service.
• The Executive Assistant will also provide periodic support for the Associate Deans, and College Financial Officer (CFO) as well serve as a resource for the Chairs, faculty and staff of the College and its Schools, Programs, and non-academic units.

• This is an open recruitment, three days' notice will be provided prior to closure of recruitment.
• Please see job duties section for a more complete list of position responsibilities.
• Applications will be accepted until further notice; screening of applications will begin February 1, 2022. Applications will be kept confidential, and references will not be contacted until candidates are notified.
• 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. Eastern Washington University is an affirmative action/equal opportunity employer, and applications from members of historically underrepresented groups are especially encouraged.

Required Qualifications:

• Bachelors (any field). Additional years of senior level administrative experience may be substituted for the degree on a year-for-year basis.
• At least five years of relevant administrative experience, demonstrating readiness to succeed in this senior-level position. To be considered qualifying, your years of experience must be beyond entry level and/or clerical tasks, and must include one or more of the following, which may come from one position, or a combination of positions, to equal at least five years of this administrative experience:
  • Office management experience which includes supervising/leading other office workers; and/or
  • Providing administrative support to an executive which includes exercising delegated authority to handle high level administrative responsibilities on behalf of an executive; and/or
  • Directing projects, programs, or a school to include accountability for achieving objectives; and/or
  • Experience performing the key responsibilities as defined for this position and which include decision-making authority and use of judgment in handling confidential matters.
  
  
  
• Strong computer skills demonstrated by three years’ successful full time work experience using a variety of software programs such as: Word, Excel, PowerPoint, databases, data systems, Outlook, publishing software, and Zoom
• Experience maintaining both manual and electronic records and files.
• Outstanding communication skills.
• Demonstrated ability to apply a culturally responsive and flexible approach that is supportive to the diverse needs, including universal accessibility, of our students, faculty, staff, and the public.

Preferred Qualifications:

• Experience gained in a higher education setting that matches at least one of the experience types listed under minimum qualifications
• Strong skillset in external relations
• Exceptional writing skills
• Experience in interpreting policies, procedures, and memorandums of agreement.
• Preference may be given to current employees of Eastern Washington University.

Other Skills and Abilities:

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

Job Duties:
% of Time: 25
Responsibility / Duty: EXECUTIVE ASSISTANT TO THE DEAN 

• Assist the Dean and direct or support activities in relation to College goals and objectives. Exercise decision-making authority in designated areas and use judgment in handling confidential matters for the Dean and other administrative staff in the Dean’s office. Relay information and direction from the Dean. Assist the Dean in the development of College and school cohesion and morale.
• Schedule appointments and establish calendar priorities for the Dean with appropriate information for each appointment. Schedule and arrange meetings, make room reservations, assure that the dean is briefed on matters for scheduled meetings. Develop, prepare and /or assemble materials for meetings. Record and prepare minutes of meetings, agendas and information packets. These meetings include college and university committees, college advisory board and periodic program accreditation activities and others as determined.
• Act as a liaison with the College units, Academic Affairs, and the other units of the university.
• Collect information to support or aid the Dean in making decisions. Research, collect and analyze data and other information. Review materials submitted by College units. Prepare information and decision packets.
• Compose designated portions of policy statements, proposals, accreditation materials. Compose drafts and final responses to inquiries, letters, and surveys. Prepare materials for higher administration.
• Provides leadership to the College on matters pertaining to organizational design, job design, staff recruitment, talent management, training and development, performance management, and employee relations. Ensures that the knowledge, skills, abilities, and performance of the workforce meet current and future organizational and individual needs. Facilitates change processes through leadership and strategic human resources management.
• Other duties as assigned.

Essential Function Indicator: Yes


% of Time: 10
Responsibility / Duty: MARKETING MANAGEMENT

• Oversee the College Web site to ensure current information on the main and sub-web site pages.
• Oversee the preparation of publications/brochures for the schools, programs and College for internal use and student recruitment.
• Oversee College social media activities.
• Oversee the College Annual Report.
• Assist in recruitment/retention events as needed, to include but not limited to tabling events, school visits, purchasing of marketing materials etc… 

Essential Function Indicator: Yes


% of Time: 25
Responsibility / Duty: OFFICE OPERATIONS

• Manage Dean’s Office travel functions. Make travel arrangements for the Dean and other Dean office staff. Prepare forms, calculate costs, and track costs, prepare copies. Train school/program staff on travel procedures. Monthly report to be reviewed and approved by CFO.
• Manage the college’s procurement card. Temporarily assist Schools in purchasing as needed. Monthly report to be reviewed and approved by the CFO. 
• Assist in managing the College Faculty Computer Replacement Program and staff computers. May include ordering computers, maintaining databases, etc… 
• Oversee the management of College information and data. Maintain divisional and institutional documents and materials. Establish effective handling of highly confidential information and materials.
• Develop or update and implement office operations and procedures to include: filing and records systems, processing of mail, reception, inventory maintenance and control. Establish quality controls and procedures that lead to efficiency and effectiveness of the office. 
• Work closely with staff, faculty, chairs and others to respond to requests, resolve problems and refer to appropriate resources/personnel; budget/personnel requests are always forwarded to CFO except for items that are specifically delegated to the Executive Assistant.
• Assist as directed with the maintenance and/or management of the Dean’s office foundation account; monitor, track and coordinate foundation donations and scholarships. Make foundation deposits and produce gift acknowledgement letters.
• Support, execute or oversee designated college operations including, but not limited to the areas of personnel administration, fund raising, recruiting, and budget maintenance. Coordinate office moves; oversee and/or fulfill ordering furniture, supplies, and equipment.

Essential Function Indicator: Yes


% of Time: 20
Responsibility / Duty: SPECIAL PROJECTS & SPECIAL EVENTS

• Manage and coordinate special projects and events as assigned. Independently think through complex projects (operationalize new programs, identify issues, determine steps to completion). 
• Determine procedures and necessary steps, develop plans for accomplishing project tasks, and execute and/or assign project tasks.
• Coordinate recruitment and other events and activities for the College including scheduling, participant communications, and handling or overseeing logistics (site, equipment, IT support, and other logistics). 
• Prepare presentations, programs, scripts, awards, contracts, etc. Serve as resource person to schools and university regarding events involving the College.
• Manage college-level events, including but not limited to Commencement, Retreats, and Annual Award Ceremony.

Essential Function Indicator: Yes


% of Time: 20
Responsibility / Duty: PERSONNEL ADMINISTRATION AND SUPERVISION

• Provide leadership to the College and its Schools and programs in the areas of human resources management, policies, and processes.
• Maintain knowledge on contracts, policies, procedures, and practices. Interpret and administer proper personnel practices and procedures. 
• Establishes processes that optimize efficiency and ensures compliance with HR policies and procedures.
• Administer recruiting process for exempt/classified/faculty positions in consultation with HR school. 
• Administer the faculty evaluation/tenure/promotion process; to include but not limited to management of the university shared drives, track eligibility; notify faculty; provide guidance and direction to personnel committees and chairs and ensure compliance with university deadlines. 
• Assist in management of Faculty Activity Plans (FAP).
• Supervise assigned staff: interview/recommend for hire, train, supervise, approve leave, approve timesheets, evaluate, coach/discipline as warranted. 
• Co-direct the work of other office staff and student workers.
• Assist with interviewing, training, oversight of College classified staff as needed. 
• Develop job descriptions, and performance expectations for College staff. Assist chairs in development of job descriptions and performance expectations of school staff. 
• Assist and counsel chairs, directors, faculty, and staff to resolve office conflicts and needs. 
• Conduct meetings with college staff to provide information on policies and procedures.
• Respond and resolve day-to-day issues involving College staff; keep Dean informed.

Essential Function Indicator: Yes



Conditions of Employment:

• Must be able to work occasional nights and/or weekends to fulfill special projects and events, have a valid Driver’s License and access to a personal vehicle for occasional local travel to meetings as needed. Mileage reimbursed at state rates.

• 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.

• Note: Interviews might be conducted via Zoom (camera must be enabled). If so, candidates must be able to demonstrate competence using Zoom and other technologies.

Salary Information: $64,398 – $72,000 depending on experience.

Posting Date: 01/20/2022
Open Until Further Notice: Yes
Closing Date: 2/20/2022
Screening to Begin: February 1, 2022

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/8231

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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