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Administrative Asst 4 - Africana Studies, American Indian Studies, and Gender, Women's & Sexuality Studies Programs-Project

  • ... Cheney, Washington State, United States
  • ... Full time
  • ... Salary: 47532 per year
  • Posted on: Mar 07, 2024       Expires on: Apr 21, 2024

Administrative Asst 4 - Africana Studies, American Indian Studies, and Gender, Women's & Sexuality Studies Programs-Project   

JOB TITLE:

Administrative Asst 4 - Africana Studies, American Indian Studies, and Gender, Women's & Sexuality Studies Programs-Project

JOB TYPE:

Full-time

JOB LOCATION:

Cheney Washington State United States

JOB DESCRIPTION:

Posting Details

Posting Details

Working Title
Administrative Asst 4 - Africana Studies, American Indian Studies, and Gender, Women's & Sexuality Studies Programs-Project

Posting Number
2024010CP

Position Information

Classification Title
Admin Assistant 4

Classification Code
105H

RCW Exemption Criteria
No Exemption

EWU Position Number
C99023

CUPA Code
No Match

FLSA
Non-Exempt

Bargaining Unit
BU 2

% Full Time
100

Salary / Wage Range
CS - 46

Salary Information
The salary for this position is $47,532 (minimum) up to $55,056.
Where the hired candidate will begin within this range is dependent on education, experience, and skills.

Anticipated Start Date
ASAP

Term of Appointment

Location
Cheney, WA

County
Spokane

Project Description
This is a 100%-time Administrative Assistant 4 Project position, ending on December 31, 2024, that will serve as the executive assistant on administrative matters in support of the program directors, faculty, staff, and students of the Africana Studies, American Indian Studies, and Gender, Womens & Sexuality Studies programs on Eastern Washington Universitys Cheney campus.
This position will perform higher-level administrative duties of a substantive nature that have been delegated to the position to perform.

This position reports directly to the Executive Assistant to the Dean of CAHSS and is expected to exercise independent judgment in interpreting and applying rules and regulations to resolve problems, advise faculty and staff regarding applicable policies and procedures, and recommend alternative courses of action.
Position serves as a resource for the department and ensures work of position and department staff are in conformance with regulations, policies, and standards.

Project Duration
Through December 31, 2024

Background Check
Yes - Both

Responsible HR User
Saundra Godin

Responsible HR User Email address
sgodin@ewu.
edu

Position Details

Job Summary
The College of Arts, Humanities, and Social Sciences (CAHSS) at Eastern Washington University is currently seeking applicants for an Administrative Assistant 4-Project.
This is a 100%-time Administrative Assistant 4 position that will serve as the executive assistant on administrative matters in support of the program directors, faculty, staff, and students of the Africana Studies, American Indian Studies, and Gender, Womens & Sexuality Studies programs on Eastern Washington Universitys Cheney campus.
This position will perform higher-level administrative duties of a substantive nature that have been delegated to the position to perform.

This position reports directly to the Executive Assistant to the Dean of CAHSS and is expected to exercise independent judgment in interpreting and applying rules and regulations to resolve problems, advise faculty and staff regarding applicable policies and procedures, and recommend alternative courses of action.
Position serves as a resource for the department and ensures work of position and department staff are in conformance with regulations, policies, and standards.

Applications are open and accepted until recruitment is closed.
Screening of applications will begin on March 4, 2024 and applications will continue to be screened until recruitment is closed.
All materials will be held in strictest confidence; references will not be contacted until candidates have been notified.


Eastern Washington University is committed to increasing and retaining the diversity of its faculty, staff, students and academic programs.
We are an affirmative action/equal opportunity employer.
Applications from members of historically underrepresented groups are especially encouraged.


In addition to 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, 12 paid holidays per year and fringe benefits, such as tuition waiver for employees, discounted EWU sports tickets, full access to our campus workout facilities at a minimum fee and free transportation through STA buses.
For additional information regarding insurance benefits please see our Benefits page: https://inside.
ewu.
edu/hr/benefits/insurance/
.


EWU expands opportunities for personal transformation through excellence in learning.

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.
EWUs 300-acre main campus is located in Cheney, a community of 12,000 residents 16 miles southwest of Washingtons second largest city, Spokane.
Eastern also offers programs in downtown Spokane at the innovative, energy-efficient Catalyst building, the SIERR building which is a hub for research, development and advancement of health sciences, 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 bachelors and masters 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.


Eastern Washington University has been recognized for its commitment to helping undergraduate students learn, grow and succeed by Colleges of Distinction, a nationally trusted resource guide for college-bound students.
The honor recognizes Eastern as a 22-23 College of Distinction (CoD).
Money magazine recently named EWU as one of its Best Colleges in America 2023.

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 placethe 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 is a 100%-time project position that will end on December 31, 2024.
This position is currently unavailable for renewal.


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:
https://in.
ewu.
edu/hr/wp-content/uploads/sites/40/2021/07/
WFSE-EWU-CBA-Barg.
-Units-1-and-2-2021-2023-
FINAL.
pdf

Upon hire you must complete required DEI, Hazing, Harassment and Title IX training, and other federal, state & university mandated trainings.
You can access the online training at https://inside.
ewu.
edu/hr/training-resources/
or complete the training in person or via Zoom.
In person and Zoom training opportunities will be posted on InsideEWU and are listed on Human Resources https://inside.
ewu.
edu/hr/training-resources/
.

Physical Demands
Essential Functions Analysis forms (EFA) describe the physical and mental demands associated with our positions.
You may access this document at the link provided below:
EFA for Administrative Assistant 4 Africana Studies, American Indian Studies, and Gender, Womens & Sexuality Studies Programs Position

Pre-Placement Physical
No

Hearing Test
No

Medical Monitoring Post Hire
No

Protective Equipment

Required Qualifications
  • High School Graduation or GED.
  • Minimum three (3) years of progressively responsible administrative work experience; experience must demonstrate abilities in all the following areas:
    • Work is beyond entry level tasks, and which is characterized by complexity, overlapping deadlines, and independent responsibility for outcomes
    • Communicate clearly and accurately, verbally and in writing, with a broad range of individuals at different levels of a large, complex organization
    • Effectively manage and track details of projects, priorities, and deadlines
    • Excellent planning and organizational skills
    • Effectively work both independently and as a member of a team
    • Handle projects independently, with absolute confidentiality and sensitivity to policies and procedures
    • Provide administrative support, initiate, and coordinate activities and follow up on related details
    • Proven attention to detail and accuracy, ability to multi-task and manage deadlines
  • Minimum one (1) year of experience with budgetary functions to include: management and reconciliation, reporting, and analysis.
  • Advanced skills in computer technology and software, including all the following:
    • MS Office Suite to include advanced skills/experience using Excel
    • Experience using large data information systems and databases
    • Ability to manage and update school website, applications, and social networking tools as needed
  • Demonstrated experience involving the performance of programmatic and administrative assignments.
  • 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
  • Bachelors degree
  • Two or more years full time work experience in higher education in an administrative support role performing duties beyond entry level work.
  • Knowledge of software programs commonly used in academic settings such as Canvas, EagleNet, and Banner.
  • Experience using Google Suite and WordPress.
  • Knowledge of practices in education or fine and performing arts settings.
  • Substantial knowledge of regulations, rules, policies and procedures, processes, materials and/or equipment related to the administration of an academic department.
  • Work experience demonstrating the coordination of academic program policies and procedures for all students, staff, and faculty in a fine and performing arts department.
  • Supervisory experience.

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

Work Schedule Type
Regular

Work Schedule
Typically M-F 8am 5pm, but may be required to work evenings and/or weekends to fulfill special projects such as end of year budget, receptions, and graduation and other needs of the college.

Posting Date
02/20/2024

Open Until Further Notice
Yes

Closing Date

Screening to Begin
03/04/2024

Special Instructions to Applicants
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.


Submit your application materials through our online applications portal located here: https://jobs.
hr.
ewu.
edu.
If you are unable to submit through the applicant portal, please contact Human Resources Services at (509) 359-2381.
Position is open until further notice; screening will begin on March 4, 2024.
All materials will be held in the strictest confidence; references will not be contacted until candidates have been notified.


Required documentation includes all of the items listed below.
  • 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.
  • Attach a chronological resume including work history and major duties, education, and any specialized training or skills related to the position.
    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).
  • Complete the online application form and respond to the online questions, if applicable.
  • 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.

Application Types Accepted
Application

Job Duties

% of Time
60

Responsibility / Duty
Assistant to the Program Directors:
  • Coordinate and supervise administrative tasks, including special projects; work independently when helping to organize and execute projects and events for the autonomous programs
  • Help promote and prepare activities for program events in conjunction with Program Director and Coordinator/Recruiter
  • Prepare agendas and minutes for department meetings
  • Develop processes and use systems for collection and analysis of data, including assessment, ongoing program review, and accreditation data
  • Prepare and provide reports as assigned/requested
  • Plan and organize events, such as retreats and end-of-year activities
  • Evaluate administrative or procedural problems, and recommend solutions to Program Directors
  • Utilize delegated authority to make and implement plans, decisions, and commitments related to management policies and business operations
  • Represent the Program Directors at meetings as delegated
  • Interpret university, college, and program policies
  • Assist the Program Directors on accreditation documents, communication, and data reports
  • Other Assistant to the Program Director duties as assigned

Essential Function Indicator
Yes

% of Time
10

Responsibility / Duty
Office/Program Management:
  • Develop and implement office procedures, policies, and systems
  • Work with other office and program staff regarding daily operations, requests from the Program Director or Deans Office, and general program and office management
  • Independently manage complex projects (e.
    g.
    , operationalize a new program and issues, determine steps to completion, and successfully implement them)
  • Interview, select, supervise, and train office staff in collaboration with the Director.
    Evaluate staff and initiate corrective action when necessary
  • Assign and review work performed by student workers
  • Use computer, word processing, and spreadsheet software
  • Operate office equipment incidental to secretarial duties
  • Copier and printer maintenance and loading (ink/paper)
  • Field department communications such as email, telephone, and voicemail
  • Perform reception duties to receive, screen, announce, and refer students and visitors
  • Provide information about department programs, as requested
  • Screen, distribute, and route daily mail
  • Monitor deliveries and orders to ensure all items are received
  • Create, process, and maintain prox-card database
  • Prepare class schedules and room requests in university scheduling system.
    Monitor and maintain department equipment and materials inventory
  • Manage purchasing of equipment and supplies.
    Process textbook and equipment requests
  • Design, maintain, and upgrade department filing system including general office files, assessment, accreditation, travel documents, and textbooks
  • Exercise independent judgment and decision-making skills to resolve problems
  • Develop and maintain documentation and databases to facilitate ongoing operations and special projects
  • Maintain program files, student records, faculty records, communication records, and contracts.
    Purge material according to State and University Records Retention Schedule
  • Maintain program websites
  • Work with college marketing coordinator to design and maintain current recruitment/marketing materials in collaboration with the chair and marketing and communications department
  • Work with college marketing coordinator to ensure that electronic and print communications offer consistent messages
  • Represent the programs at University admissions and recruiting events with Program Directors
  • Other Office/Program Management duties as assigned

Essential Function Indicator
Yes

% of Time
15

Responsibility / Duty
Student and Faculty Support:
  • Provide forms and assist students in completing forms, such as Major Declaration forms, key card forms, etc.
    , as requested
  • Relay instructions to student and non-student employees.
    Monitor payroll records for student workers, ensuring timely submission of staff time sheets
  • Coordinate new faculty orientation and set up (office, email, HR, etc.
    )
  • Track the professional development expenditures of individual faculty members
  • Arrange travel for faculty to attend meetings, conferences, etc.
  • Prepare travel authorizations and justifications for special travel-related exemptions
  • Elicit from faculty information needed to purchase textbooks for courses; prepare and submit textbook requests to University Bookstore
  • Other Student and Faculty Support duties as assigned

Essential Function Indicator
Yes

% of Time
5

Responsibility / Duty
Budget Management:
  • Advise Directors and faculty in budget and resource planning
  • Establish and manage equipment maintenance and replacement plans in cooperation with faculty.
    Arrange for the repair of office equipment, when necessary
  • Prepare fiscal summaries for the Directors on an ongoing basis
  • Obtain price quotes from vendors for supplies
  • Prepare purchasing documents such as purchase requisitions, contracts, service agreements, invoice vouchers and ensure attachment of necessary documentation
  • Place orders for office, department, and lab supplies
  • Assist with purchases for program-specific items
  • Input data into electronic bookkeeping system and maintain fiscal records
  • Track and reconcile budget expenditures from department accounts
  • Track and reconcile procurement card purchases to include in monthly report, and file monthly budget reports, including state, ASEWU, and Foundation budgets
  • Manage and maintain course fee information
  • Prepare and manage travel for faculty and staff
  • Allocate travel expenses to appropriate budgets; reconcile Central Travel Account (CTA) card and ensure accuracy of coded expenses as well as maintaining purchasing records
  • Other Budget Management duties as assigned

Essential Function Indicator
Yes

Position Details

POSTED:

Mar 07, 2024

EMPLOYMENT:

Full-time

SALARY:

47532 per year

SNAPRECRUIT ID:

S-1710202815-c5f3beb9d10e1c163d6b293366b1fc6a

LOCATION:

Washington State United States

CITY:

Cheney

Job Origin:

jpick2

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Posting Details

Posting Details

Working Title
Administrative Asst 4 - Africana Studies, American Indian Studies, and Gender, Women's & Sexuality Studies Programs-Project

Posting Number
2024010CP

Position Information

Classification Title
Admin Assistant 4

Classification Code
105H

RCW Exemption Criteria
No Exemption

EWU Position Number
C99023

CUPA Code
No Match

FLSA
Non-Exempt

Bargaining Unit
BU 2

% Full Time
100

Salary / Wage Range
CS - 46

Salary Information
The salary for this position is $47,532 (minimum) up to $55,056. Where the hired candidate will begin within this range is dependent on education, experience, and skills.

Anticipated Start Date
ASAP

Term of Appointment

Location
Cheney, WA

County
Spokane

Project Description
This is a 100%-time Administrative Assistant 4 Project position, ending on December 31, 2024, that will serve as the executive assistant on administrative matters in support of the program directors, faculty, staff, and students of the Africana Studies, American Indian Studies, and Gender, Womens & Sexuality Studies programs on Eastern Washington Universitys Cheney campus. This position will perform higher-level administrative duties of a substantive nature that have been delegated to the position to perform.
This position reports directly to the Executive Assistant to the Dean of CAHSS and is expected to exercise independent judgment in interpreting and applying rules and regulations to resolve problems, advise faculty and staff regarding applicable policies and procedures, and recommend alternative courses of action. Position serves as a resource for the department and ensures work of position and department staff are in conformance with regulations, policies, and standards.

Project Duration
Through December 31, 2024

Background Check
Yes - Both

Responsible HR User
Saundra Godin

Responsible HR User Email address
sgodin@ewu.edu

Position Details

Job Summary
The College of Arts, Humanities, and Social Sciences (CAHSS) at Eastern Washington University is currently seeking applicants for an Administrative Assistant 4-Project. This is a 100%-time Administrative Assistant 4 position that will serve as the executive assistant on administrative matters in support of the program directors, faculty, staff, and students of the Africana Studies, American Indian Studies, and Gender, Womens & Sexuality Studies programs on Eastern Washington Universitys Cheney campus. This position will perform higher-level administrative duties of a substantive nature that have been delegated to the position to perform.
This position reports directly to the Executive Assistant to the Dean of CAHSS and is expected to exercise independent judgment in interpreting and applying rules and regulations to resolve problems, advise faculty and staff regarding applicable policies and procedures, and recommend alternative courses of action. Position serves as a resource for the department and ensures work of position and department staff are in conformance with regulations, policies, and standards.
Applications are open and accepted until recruitment is closed. Screening of applications will begin on March 4, 2024 and applications will continue to be screened until recruitment is closed. All materials will be held in strictest confidence; references will not be contacted until candidates have been notified.

Eastern Washington University is committed to increasing and retaining the diversity of its faculty, staff, students and academic programs. We are an affirmative action/equal opportunity employer. Applications from members of historically underrepresented groups are especially encouraged.

In addition to 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, 12 paid holidays per year and fringe benefits, such as tuition waiver for employees, discounted EWU sports tickets, full access to our campus workout facilities at a minimum fee and free transportation through STA buses. For additional information regarding insurance benefits please see our Benefits page: https://inside.ewu.edu/hr/benefits/insurance/.

EWU expands opportunities for personal transformation through excellence in learning.

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. EWUs 300-acre main campus is located in Cheney, a community of 12,000 residents 16 miles southwest of Washingtons second largest city, Spokane. Eastern also offers programs in downtown Spokane at the innovative, energy-efficient Catalyst building, the SIERR building which is a hub for research, development and advancement of health sciences, 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 bachelors and masters 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.

Eastern Washington University has been recognized for its commitment to helping undergraduate students learn, grow and succeed by Colleges of Distinction, a nationally trusted resource guide for college-bound students. The honor recognizes Eastern as a 22-23 College of Distinction (CoD).
Money magazine recently named EWU as one of its Best Colleges in America 2023.

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 placethe 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 is a 100%-time project position that will end on December 31, 2024. This position is currently unavailable for renewal.

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:
https://in.ewu.edu/hr/wp-content/uploads/sites/40/2021/07/WFSE-EWU-CBA-Barg.-Units-1-and-2-2021-2023-FINAL.pdf
Upon hire you must complete required DEI, Hazing, Harassment and Title IX training, and other federal, state & university mandated trainings. You can access the online training at https://inside.ewu.edu/hr/training-resources/ or complete the training in person or via Zoom. In person and Zoom training opportunities will be posted on InsideEWU and are listed on Human Resources https://inside.ewu.edu/hr/training-resources/.

Physical Demands
Essential Functions Analysis forms (EFA) describe the physical and mental demands associated with our positions. You may access this document at the link provided below:
EFA for Administrative Assistant 4 Africana Studies, American Indian Studies, and Gender, Womens & Sexuality Studies Programs Position

Pre-Placement Physical
No

Hearing Test
No

Medical Monitoring Post Hire
No

Protective Equipment

Required Qualifications
  • High School Graduation or GED.
  • Minimum three (3) years of progressively responsible administrative work experience; experience must demonstrate abilities in all the following areas:
    • Work is beyond entry level tasks, and which is characterized by complexity, overlapping deadlines, and independent responsibility for outcomes
    • Communicate clearly and accurately, verbally and in writing, with a broad range of individuals at different levels of a large, complex organization
    • Effectively manage and track details of projects, priorities, and deadlines
    • Excellent planning and organizational skills
    • Effectively work both independently and as a member of a team
    • Handle projects independently, with absolute confidentiality and sensitivity to policies and procedures
    • Provide administrative support, initiate, and coordinate activities and follow up on related details
    • Proven attention to detail and accuracy, ability to multi-task and manage deadlines
  • Minimum one (1) year of experience with budgetary functions to include: management and reconciliation, reporting, and analysis.
  • Advanced skills in computer technology and software, including all the following:
    • MS Office Suite to include advanced skills/experience using Excel
    • Experience using large data information systems and databases
    • Ability to manage and update school website, applications, and social networking tools as needed
  • Demonstrated experience involving the performance of programmatic and administrative assignments.
  • 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
  • Bachelors degree
  • Two or more years full time work experience in higher education in an administrative support role performing duties beyond entry level work.
  • Knowledge of software programs commonly used in academic settings such as Canvas, EagleNet, and Banner.
  • Experience using Google Suite and WordPress.
  • Knowledge of practices in education or fine and performing arts settings.
  • Substantial knowledge of regulations, rules, policies and procedures, processes, materials and/or equipment related to the administration of an academic department.
  • Work experience demonstrating the coordination of academic program policies and procedures for all students, staff, and faculty in a fine and performing arts department.
  • Supervisory experience.

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

Work Schedule Type
Regular

Work Schedule
Typically M-F 8am 5pm, but may be required to work evenings and/or weekends to fulfill special projects such as end of year budget, receptions, and graduation and other needs of the college.

Posting Date
02/20/2024

Open Until Further Notice
Yes

Closing Date

Screening to Begin
03/04/2024

Special Instructions to Applicants
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.

Submit your application materials through our online applications portal located here: https://jobs.hr.ewu.edu. If you are unable to submit through the applicant portal, please contact Human Resources Services at (509) 359-2381. Position is open until further notice; screening will begin on March 4, 2024. All materials will be held in the strictest confidence; references will not be contacted until candidates have been notified.

Required documentation includes all of the items listed below.
  • 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.
  • Attach a chronological resume including work history and major duties, education, and any specialized training or skills related to the position. 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).
  • Complete the online application form and respond to the online questions, if applicable.
  • 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.

Application Types Accepted
Application

Job Duties

% of Time
60

Responsibility / Duty
Assistant to the Program Directors:
  • Coordinate and supervise administrative tasks, including special projects; work independently when helping to organize and execute projects and events for the autonomous programs
  • Help promote and prepare activities for program events in conjunction with Program Director and Coordinator/Recruiter
  • Prepare agendas and minutes for department meetings
  • Develop processes and use systems for collection and analysis of data, including assessment, ongoing program review, and accreditation data
  • Prepare and provide reports as assigned/requested
  • Plan and organize events, such as retreats and end-of-year activities
  • Evaluate administrative or procedural problems, and recommend solutions to Program Directors
  • Utilize delegated authority to make and implement plans, decisions, and commitments related to management policies and business operations
  • Represent the Program Directors at meetings as delegated
  • Interpret university, college, and program policies
  • Assist the Program Directors on accreditation documents, communication, and data reports
  • Other Assistant to the Program Director duties as assigned

Essential Function Indicator
Yes

% of Time
10

Responsibility / Duty
Office/Program Management:
  • Develop and implement office procedures, policies, and systems
  • Work with other office and program staff regarding daily operations, requests from the Program Director or Deans Office, and general program and office management
  • Independently manage complex projects (e.g., operationalize a new program and issues, determine steps to completion, and successfully implement them)
  • Interview, select, supervise, and train office staff in collaboration with the Director. Evaluate staff and initiate corrective action when necessary
  • Assign and review work performed by student workers
  • Use computer, word processing, and spreadsheet software
  • Operate office equipment incidental to secretarial duties
  • Copier and printer maintenance and loading (ink/paper)
  • Field department communications such as email, telephone, and voicemail
  • Perform reception duties to receive, screen, announce, and refer students and visitors
  • Provide information about department programs, as requested
  • Screen, distribute, and route daily mail
  • Monitor deliveries and orders to ensure all items are received
  • Create, process, and maintain prox-card database
  • Prepare class schedules and room requests in university scheduling system. Monitor and maintain department equipment and materials inventory
  • Manage purchasing of equipment and supplies. Process textbook and equipment requests
  • Design, maintain, and upgrade department filing system including general office files, assessment, accreditation, travel documents, and textbooks
  • Exercise independent judgment and decision-making skills to resolve problems
  • Develop and maintain documentation and databases to facilitate ongoing operations and special projects
  • Maintain program files, student records, faculty records, communication records, and contracts. Purge material according to State and University Records Retention Schedule
  • Maintain program websites
  • Work with college marketing coordinator to design and maintain current recruitment/marketing materials in collaboration with the chair and marketing and communications department
  • Work with college marketing coordinator to ensure that electronic and print communications offer consistent messages
  • Represent the programs at University admissions and recruiting events with Program Directors
  • Other Office/Program Management duties as assigned

Essential Function Indicator
Yes

% of Time
15

Responsibility / Duty
Student and Faculty Support:
  • Provide forms and assist students in completing forms, such as Major Declaration forms, key card forms, etc., as requested
  • Relay instructions to student and non-student employees. Monitor payroll records for student workers, ensuring timely submission of staff time sheets
  • Coordinate new faculty orientation and set up (office, email, HR, etc.)
  • Track the professional development expenditures of individual faculty members
  • Arrange travel for faculty to attend meetings, conferences, etc.
  • Prepare travel authorizations and justifications for special travel-related exemptions
  • Elicit from faculty information needed to purchase textbooks for courses; prepare and submit textbook requests to University Bookstore
  • Other Student and Faculty Support duties as assigned

Essential Function Indicator
Yes

% of Time
5

Responsibility / Duty
Budget Management:
  • Advise Directors and faculty in budget and resource planning
  • Establish and manage equipment maintenance and replacement plans in cooperation with faculty. Arrange for the repair of office equipment, when necessary
  • Prepare fiscal summaries for the Directors on an ongoing basis
  • Obtain price quotes from vendors for supplies
  • Prepare purchasing documents such as purchase requisitions, contracts, service agreements, invoice vouchers and ensure attachment of necessary documentation
  • Place orders for office, department, and lab supplies
  • Assist with purchases for program-specific items
  • Input data into electronic bookkeeping system and maintain fiscal records
  • Track and reconcile budget expenditures from department accounts
  • Track and reconcile procurement card purchases to include in monthly report, and file monthly budget reports, including state, ASEWU, and Foundation budgets
  • Manage and maintain course fee information
  • Prepare and manage travel for faculty and staff
  • Allocate travel expenses to appropriate budgets; reconcile Central Travel Account (CTA) card and ensure accuracy of coded expenses as well as maintaining purchasing records
  • Other Budget Management duties as assigned

Essential Function Indicator
Yes

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