"Administrative Assistant 3 - Department of Design"

Job Summary

The College of Science, Technology, Engineering & Mathematics seeks an experienced professional Administrative Assistant 3 to provide support to our Department of Design. This department is located at the Catalyst Building, 601 E. Riverside, Spokane, WA.

Administrative Assistants perform varied administrative and support duties. Positions are delegated higher-level administrative duties and/or are delegated one or more major program activities as a stand-alone function and responsibility, and which would otherwise be performed by the supervisor.

This position will provide a wide variety of administrative support for the Department of Design. The person hired for this position must have demonstrated experience and/or ability to perform the following essential functions:

• Fulfill delegated administrative functions related to budget: budget preparation and management; develop budget estimates; monitor budget status and expenditures; maintain, initiate and/or approve expenditures on program budgets; coordinate equipment purchases;
• Support budgeting and administration of grants and grant proposals;
• Coordinate and oversee day-to-day department operations, function as the department representative and resource, and have extensive contact with students, program participants and outside entities;
• Monitor department and program activities; resolve problems within delegated scope of authority; exercise independent judgment in interpreting and applying rules and regulations;
• Provide independent information and advice to students, staff, program participants and/or the public;
• Coordinate personnel matters for both staff and faculty, such as recruitment, appointment, and promotion, and in collaboration with college staff;
• Support duties for the department as needed, including, keeping supervisor’s calendar; making travel arrangements for the department; screening, prioritizing, and distributing mail; transcribing minutes, screening calls and visitors;
• Support outreach and public relations for the Design department in coordination with the college;
• This position requires a mastery of multi-tasking and the ability to coordinate and track data documents and events for multiple people and purposes. Exemplary candidates will be capable of navigating a dynamic environment utilizing organization and efficiency. Individual hired for the position will be responsible for independently planning, organizing, and prioritizing work of the position to meet internal and external deadlines. Position will be responsible for initiating action to ensure individual and department tasks and goals are met.

Required Qualifications

• High school graduation or equivalent;
• Minimum three (3) years’ full-time experience in a similar position providing administrative support; to be considered qualifying, your experience must meet the following criteria: Three (3) years’ experience must be beyond entry level work; Work experience must include responsibility for budgets and fiscal activities; Work experience must demonstrate both (A) the ability to successfully handle a demanding workload with overlapping deadlines; and (B) proven attention to detail, initiative and ability to take direction and work independently;
• Strong computer skills, including the following: MS Office – Ability to perform complex tasks such as merge fields, design tables, create spreadsheets to develop and maintain records; Database management – Ability to create new databases, enter data, sort import/export files in database, create reports; Overall knowledge – Intermediate skills with the ability to troubleshoot own workstation and to train others on software; Ability to navigate various screens to gather information; Email – Ability to send messages to multiple recipients, make contact lists, send attachments; Internet – Ability to efficiently search and retrieve information; Ability to assist others with computer problems – email, internet, work processing and other basic hardware and software issues as requested; Google workspace – Ability to create, manage, and maintain shared drives, folders, documents, and spreadsheets.
• 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

• Bachelor’s Degree in Accounting or Business Administration or related field
• Additional years’ work experience performing similar administrative support functions beyond the required three (3) years of experience
• Two (2) or more years of experience using university administrative systems
• Experience managing social media presence
• Ability to learn website maintenance
• Experience with event planning

Other Skills and Abilities

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

Job Duties

Department Administrative Support

• Evaluate, develop or update department and office procedures to promote efficiency, and ensuring alignment with College and university standards;
• Organize, coordinate, direct and/or fulfill delegated departmental operations;
• Provide information and advice to students, staff, faculty and/or the public regarding department content, policies, procedures and activities; recommend alternative courses of action;
• Assist with marketing efforts, such as promoting departmental programs on campus and/or with outside organizations and entities; may make public presentations;
• Support outreach and public relations for the department of Design in coordination with the college;
• Manage Design department social media presence;
• Manage Design department web page;
• Assist in planning and implementation of events such as awards ceremonies and outreach events in coordination with the college and department staff, faculty, and students;
• Attend meetings as department representative; represent the Chair as delegated or assigned; may serve as the primary contact in assigned areas;
• Confer with campus constituents, such as the College, other departments, and other entities to ensure departmental processes are in alignment with the university and College standards; monitor departmental activities in relation to established goals and standards;
• Use word processing, graphics, statistical, spreadsheet and/or data base software; effectively use established university systems; acquire and maintain a high level of proficiency with any new systems adopted by the university;
• As assigned by supervisor, perform complex scheduling involving rooms, courses, events and faculty/staff, including appropriate prioritization;
• Coordinate personnel matters for both staff and faculty in collaboration with college staff, including appropriate prioritization;
• Coordinate personnel matters for both staff and faculty in collaboration with college staff, including preparing forms for recruitment, appointment, and promotion;
• Request, recruit and supervise work study students for Department of Design;
• Perform other administrative support tasks as required.

Percent of Time: 50

Budget & Fiscal Tasks

• Maintain and modify fiscal record keeping systems, databases, and spreadsheets; review fiscal records; identify trends; assist in formulating corrective action;
• Maintain a record keeping system for recording budget transactions; review budget reports, verify accuracy and take corrective action if necessary; reconcile budget status reports and prepare expenditure projections; notify appropriate individual of any projected or actual over or under expenditures;
• As needed order supplies and equipment using purchase requisitions, interdepartmental purchase orders, or procurement card as appropriate;
• Assist faculty and staff with miscellaneous expense reimbursements;
• Maintain purchasing records and resolve problems; review, approve and allocate purchase to proper budget and category; ensure compliance with departmental, institutional and/or granting agency policies, rules and regulations;
• Maintain department personnel and payroll records; may prepare Personnel Action Forms to implement personnel and salary changes; calculate salary and benefits costs; initiate, record and ensure the accuracy of personnel and payroll action documents;
• Maintain and process travel expense records; ensure compliance with state and institution regulations and procedures; allocate travel expenses to appropriate budgets;
• May manage fiscal expenses related to department vehicles, including tracking mileage and billing expense to appropriate budget lines, establishing cost of use, maintaining budget line for vehicle replacement and maintenance;
• Prepare, compile and provide fiscal reports such as year-end reports, budgetary reports, and auditing reports;
• Analyze revenue and expenditures for course fee accounts and suggest changes as appropriate;
• Assist with the development of budgets for grant or program requests;
• Perform related budget and fiscal duties as required.

Percent of Time: 40

Faculty Support

• Assist with travel arrangements and reconciliation;
• Support electronic reporting systems related to retention, tenure, and promotion;
• Support textbook requisitions;
• Provide faculty with budgetary support as needed.

Percent of Time: 10

Salary Information

The salary for this position is $48,036 (minimum) up to $55,584. Where the hired candidate will begin within this range is dependent on qualifications, 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, 12 paid holidays and 1 paid personal leave day per year and fringe benefits, such as tuition waiver for employees and 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/.