Administrative Assistant 1 - Social Work

Job Summary:

The College of Professional Programs at Eastern Washington University is seeking skilled, team-oriented applicants for a full-time Administrative Assistant 1 position with the School of Social Work, based on the Cheney, WA campus.

The individual is responsible for coordinating the operations for the School of Social Work and other specific programs within the school (i.e. Disability Studies, Aging Studies, MSW Cheney, BASW Cheney). Perform work using knowledge and experience specific to the programs and the department. In consultation with the Chair/Director and Program Directors, prepare and implement new procedures and exercise distinct judgment in interpreting and applying program and department policies, guidelines, and operating procedures. Monitor expenditures on program budgets. Inform staff and the public regarding the department, its programs, and the University, and act as liaison to local organizations.

Under direct supervision, provide programmatic support to the Chair and Program Directors in the School of Social Work; Coordinate special projects; conduct training; coordinate advising and recruiting activities; and provide technical, administrative, and student services support, as well as administrative support to the School of Social Work, as needed.

In the course of performing the position’s duties, this position will have extensive involvement with students, staff, and the public in carrying out program activities, and will coordinate, schedule, and monitor program activities to determine consistency with program goals and objectives. Position reports directly to the Chair/Director of the School of Social Work.

EWU is committed to supporting and promoting a workforce that is welcoming to all and encourages applicants of all backgrounds to apply for this position.

Position reports directly to the Chair of the School of Social Work, and will interface directly with Director(s) of the Social Work, including Disability Studies, Aging Studies, MSW Cheney, and BASW Cheney.

The salary for this position is $42,792 – $49,296. Where the hired candidate will begin within this range is dependent on education, experience, and skills. 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, 13 paid holidays per year, and fringe benefits, such as tuition waiver for employees and their eligible family members, 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/.

Applications are open and accepted until recruitment is closed. Screening of applications will begin immediately. A three-day notice will be provided prior to the closure of recruitment. All materials will be held in strictest confidence; references will not be contacted until candidates have been notified.

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

Required Qualifications:

• High school graduation or equivalent AND two (2) years of clerical, office, or administrative experience.
• Solid computer skills demonstrated by two (2) years of successful full-time work experience using a variety of software programs and working in website development and maintenance
• Two (2) years of full-time work experience maintaining both manual and electronic records and files
• Work experience with demonstrated success in customer service
• Communication with a wide variety of customers (such as other agencies, practicum and internship placements, professionals in the community, internal staff/managers/ administrators, students, and applicants)
• Communication must include both verbal, phone, email, and written correspondence
• Overlapping deadlines and strong attention to detail
• Perseverance, initiative, and the ability to work well both independently and under direction with frequent interruptions
• Demonstrated ability to apply a responsive and flexible approach that is supportive of the needs, including universal access of our students, faculty, staff, and the public

Preferred Qualifications:

• Two (2) or more years of college coursework
• Two (2) or more years of work experience in a higher education environment involving student support services
• One (1) or more years of experience using Canvas, EagleNet, Banner, and other university administrative systems (or equivalent)

Other Skills and Abilities:

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

Job Duties:

Program Coordination Activities

• Coordinate Program and Department operations and support.
• Support Chair and Program Directors in their work related to program development and implementation, including accreditation.
• Process student evaluations on classroom.
• Establish, maintain and schedule the Chair and Directors’ appointment calendar, determine itineraries, provide weekly calendar briefings, screen, prioritize and distribute incoming email, and act as a confidential liaison.
• Prepare agendas and provide staff support for meetings, including tracking and monitoring committee projects; managing materials distribution; and preparing and disseminating confidential documents.
• Monitor budget statuses.
• Other duties as assigned

Percent of Time: 30

Administrative and Technical Support for the School of Social Work

• Under the direction of the School Chair and the Director of Finance and Administrative Services for CPP:
  • Process paperwork for requisitions, invoices, and contracts
• Provide routine support to staff on hardware and software use, networking, and setting up computer accounts; refer technology issues/problems to the Office of Information Technology
• Use school/college-specific electronic storage to develop, organize, and maintain project documents and files
• Provide administrative support to the Chair, Program Directors, and the School of Social Work.
• Coordinate office procedures, policies, and forms, including interpretation and application of administrative policies, for the efficient functioning of the Department
• Communicate all problems and concerns to the Chair of the School of Social Work for appropriate action
• Perform office support functions:
  • Purchase supplies;
  • Screen, prioritize, and distribute incoming mail;
  • Answer, screen, and direct telephone calls;
  • Compose and edit correspondence, including confidential and sensitive information;
  • Coordinate document preparation for travel (Concur), purchasing, student employment, and event coordination
• Perform other administrative duties and tasks for the School of Social Work, and in support of the Cheney and Spokane programs

Percent of Time: 30

Coordinate Special Projects and Events

• Lead, facilitate and/or coordinate special projects under the guidance of the Chair and/or Program Directors
• Develop informational materials designed to inform and recruit student participants and prepare materials and conduct presentations at student recruitment and orientation meetings
• Attend team meetings; travel occasionally to attend meetings and conferences
• Coordinate and manage the dissemination of communications
• Organize and facilitate conferences, including room scheduling, payment for facilities, and catering oversight
• Handle all projects and event participant contact
• Assist with School of Social Work and other program events

Percent of Time: 20

Public/Organizational Contact Relating to Programs and the Department

• Assist with advising students, staff, and the public regarding the department, its programs, and the University, and act as liaison to local organizations
• Assist with advising students, faculty, faculty field instructors, and external agencies regarding program policies and procedures
• Coordinate document preparation for travel, purchasing, student employment, faculty/adjunct employment, and event coordination
• Represent the program at public, program, and School of Social Work functions; and coordinate Program information with EWU departments

Percent of Time: 15

Program Student Services Support

• Provide support to School of Social Work Services Coordinator by
  • Assisting with the maintenance and distribution of student contact information
  • Assisting students with EWU policies and procedures
  • Assisting students with registration, student record changes, and grade information

Percent of Time: 5