Working Title:

Secretary - School of Psychology

Posting Number:

2023042CP

Classification Title:

Secretary

Classification Code:

100S

RCW Exemption Criteria:

No Exemption

EWU Position Number:

C99045

CUPA Code:

No Match

FLSA:

Non-Exempt

Bargaining Unit :

BU 1

% Full Time:

100%

Salary / Wage Range:

CS - 33

Salary Information:

$37,920 – $44,678/yr.
In addition to the salary range listed, a wage increase of 4% will be applied to this position effective July 1, 2023.

Anticipated Start Date:

7/1/2023

Term of Appointment:

12 months per year

Location:

Cheney campus

County:

Washington

Project Description:

N/A

Project Duration:

N/A

Background Check:

Yes - Unsupervised access to developmentally disabled, vulnerable adults or children under the age of 16

Responsible HR User:

Kenlyn Mackey

Responsible HR User Email address:

kmackey2@ewu.edu

Job Summary:

The College of Professional Programs at Eastern Washington University is currently seeking applicants for a Secretary in the School of Psychology

• The Psychology Secretary provides secretarial support, clerical assistance, and related support to the Department Chair and faculty. Duties and assignments are of a routine nature, are recurring and accomplished by following established work methods or procedures.
• Within established guidelines, the Secretary will independently organize, prioritize, and initiate work activities to meet requests, needs, and identified deadlines. Decision making authority is limited to choose the appropriate methods or procedures. The Secretary will work in coordination with the Department Chair and Program Support Supervisor to meet the established needs of students and programs. Deviation from established methods, procedures, or guidelines requires approval.
• On top of salary, the University offers a comprehensive benefits package including health insurance, life and disability insurance and retirement. In addition, EWU offers generous vacation and sick leave accruals, 13 paid holidays per year and fringe benefits, such as tuition waivers for employees, discounted EWU sports tickets and free transportation through STA buses. For additional information regarding insurance benefits please see our Benefits page: https://inside.ewu.edu/hr/benefits/insurance/.

Applications are open and accepted until recruitment is closed. Screening of applications will begin on June 14, 2023. All materials will be held in strictest confidence; references will not be contacted until candidates have been notified.

Please see job duties section for a more complete list of position responsibilities.

About Eastern Washington University:

Eastern Washington University, a regional, comprehensive public university with an enrollment of over 10,000 students, is one of six state-funded four-year institutions of higher education in Washington, each governed by its own board of trustees. EWU’s 300-acre main campus is located in Cheney, a community of 12,000 residents 16 miles southwest of Washington’s second largest city, Spokane. Eastern also offers programs in downtown Spokane at the innovative, energy-efficient Catalyst building and at Riverpoint, a campus shared with Washington State University. In addition, EWU programs can be found at select locations throughout the state, aligned with the needs of the community. Eastern contributes to the vitality of the region and the state through its wide array of bachelor’s and master’s degrees in over 100 fields of study, as well as applied doctorates in physical therapy and educational leadership, offering accessible pathways to career success and personal development to students of all socioeconomic and cultural backgrounds.

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.

Diversity Statement:

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.

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 before beginning work at EWU. Waivers for the immunization requirements are available for medical or sincerely held religious beliefs.
• This position is covered by the Washington Federation of State Employees’ Collective Bargaining Agreement.
• Upon hire employees will complete required DEI, Hazing, and Harassment, Title IX training, and any other federal, state, and university mandated trainings. You can access the online training at https://inside.ewu.edu/hr/training/orientation/ or complete the training in person or via Zoom. In person and Zoom training opportunities will be posted on InsideEWU and are listed on the Human Resources website at https://inside.ewu.edu/hr/training/.
• 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.

Physical Demands :

If you would like to obtain a copy of the Essential Functions Analysis form, which describes the physical and mental demands of the position, please contact Kenlyn Mackey at kmackey2@ewu.edu.

Pre-Placement Physical :

No

Hearing Test :

No

Medical Monitoring Post Hire :

No

Protective Equipment :

University, local, regional and state mandates for public and personal protection should be followed as needed.

Required Qualifications:

• High school diploma or equivalent
• One-year of office experience including reception duties and requiring typing
• Knowledge of Microsoft Office Suite

Preferred Qualifications:

• Two or more years experience working in an office setting for a medium- to large-organization
• Knowledge and/or experience working in higher education
• Experience with event support

Other Skills and Abilities:

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

Work Schedule Type:

Regular

Work Schedule:

Typically, Mon-Fri 8:00 AM – 5:00 PM with occasional nights and weekends as required.

Posting Date:

06/06/2023

Open Until Further Notice:

Yes

Screening to Begin:

6/14/2023

Special Instructions to Applicants:

To be considered for this opportunity, please submit your application materials through our online application portal located here: https://jobs.hr.ewu.edu. If you are unable to submit through the applicant portal, contact Human Resources Services at (509) 359-2381.

Applications are open and accepted until recruitment is closed; screening of applications will begin June 14, 2023.

It is strongly recommended that you print a copy of these instructions and the position posting before you begin to complete the online application, as the instructions will not be viewable once you begin the application process.

1. Attach a detailed cover letter in which you explain how you meet each of the required qualifications [and preferred qualifications, if applicable]. It is preferred that you provide that information in a bulleted list or within a table within your cover letter.
2. Attach a chronological resume including work history and major duties, education, and any specialized training or skills related to the position. Please list at least 3 professional references including: names, titles, organization name, phone numbers, email addresses, and connection to you(these can be identical to the references listed on the application).
3. Complete the online application form and respond to the online questions, if applicable.
4. Diversity Response – As an equal opportunity employer with a multicultural staff and student population, we are interested in how your qualifications prepare you to work with diverse faculty, staff, and student populations representing various cultures and backgrounds that may be different from your own. You will be asked to attach a diversity response as part of the online application process: Please describe how you will apply an approach that is supportive to the diverse needs, including universal access, of our students, faculty, staff, and the public.

All materials will be held in strictest confidence; references will not be contacted until candidates have been notified. Note: Letters of Reference are not required at this time. We reserve the right to request letters of reference at a future date, such as once we have identified interview candidates.

Application Types Accepted:

Application

% of Time:

40

Responsibility / Duty:

Support – School of Psychology Faculty and Staff (40%)

• Provides secretarial support activities to the School of Psychology faculty and staff. Perform word processing tasks; prepare spreadsheets; use database software to develop and maintain records; combine files to create reports; support teaching and grant preparation; preparing flyers and communications for information dissemination; understand and utilize university data retrieval systems for enrollment, budget, major declarations, EagleNET, Jasper, Banner, Canvas, etc.
• Use judgment in handling confidential matters.
• Schedule appointments and facilitate meetings, orientations, onsites, and events for students and faculty.
• Schedule and arrange meetings; make room reservations; assure that staff are fully briefed on matters to be considered before scheduled meetings. Develops, prepares, and/or assembles materials for meetings.
• Facilitate paperwork and approvals for students and faculty (i.e., independent study forms, course term forms (CTF), grade change forms, schedule proofs).
• Coordinate campus activities such as open houses, student retention events,, and recruiting activities, including scheduling events, finding participants, etc.
• Provide periodic support and/or backup to Program Support Supervisor in the areas of budget, travel, and personnel such as:
  • Assist with hiring paperwork and process for quarterly faculty and non-student hourly individuals as needed.
  • Assist with oversight of work study and GSA duties.

• Oversee filing systems and manage storage, retention, and destruction of documents.

Essential Function Indicator:

Yes

% of Time:

40

Responsibility / Duty:

General Office Tasks (40%)

• Answer telephones, and receive, screen, and refer visitors; resolve problems and respond to inquiries regarding procedures and services; refer non-routine inquiries to supervisor or other university staff; return phone and email messages daily.
• Keep position’s calendar up to date; all meetings and appointments during work hours are shown on calendar, in addition to approved time off.
• Attend meetings on behalf of supervisor and others in the School of Psychology as requested; gather information and report back to appropriate party.
• Meet with students to provide initial triage and connection to appropriate areas for additional service.
• Take minutes and disseminate as appropriate for meetings.
• Facilitate and processes communications with other campus areas such as the Book Store and CAAR.
• Assist with admission and tracking of undergraduate graduate program students.
• Maintain up-to-date knowledge and understanding of department personnel, functions, policies, processes and procedures, as well as University’s policies and procedures and personnel.
• Develop and maintain advanced skills in use of software programs including: Excel, PowerPoint, Canvas, Navigate, Argos, APS, Word, internet browsers, electronic calendar, Banner, email, and other software programs as designated.
• Maintain knowledge and skills related to customer service and reception/front desk/phone protocols.
• Assist with testing room management, checkout, and acquisition of new materials.
• Maintain agreed upon office hours, Monday through Friday, with appropriate breaks.
• Other duties as required.

Essential Function Indicator:

Yes

% of Time:

20

Responsibility / Duty:

Public Relations and Design (20%)

• Create flyers, posters and other forms of media for School of Psychology use
• Manage/perform website content updates
• Assist with management of School of Psychology social media

Essential Function Indicator:

Yes