"Administrative Assistant III -"

Job Details

Under the supervision of the Vice President, Policy Analysis and Research, works collaboratively with staff in the Policy Analysis and Research Unit in support of wide-ranging efforts aligned with WICHE’s mission. Work involves independent judgment requiring a thorough knowledge of unit programs, procedures, and policies and the ability to choose among a number of alternatives in determining procedures, interpreting policies, and performing a variety of assignments without instruction. Incumbents may provide lead supervision to a small number of subordinate clerical positions (on-call staff and/or interns).

1. Meeting and Event Planning and Execution

• Coordinate planning for meetings involving external constituent groups, including management of related contracts, materials, invitation and registration activities, and travel reconciliation/reimbursement Manage on-site administrative responsibilities for meetings hosted at WICHE’s office and at external sites (including those involving travel)

General Administrative Support of Vice President and Policy Analysis and Research Unit

• Under general supervision, exercise independent judgement to perform a full range of both clerical and administrative support for the policy unit and Vice President Process consulting agreements and other contracts, accounts payable and receivable for the unit, including status tracking for all contracts and agreements Assist in coordinating vice president’s calendar, schedule, and meetings Create and maintain spreadsheets and other information necessary to support the unit’s activities, including the unit’s work related to the WICHE Commission Assist in the dissemination of unit correspondence, memoranda, and reports Perform clerical duties associated with the dissemination of unit materials, including maintaining key contact lists and other information Provide assistance with research and data collection of various projects Assist vice president with grant applications, tracking, and managing master calendar

Budgeting and Accounting Support

• Fulfill clerical budget management duties, including providing monthly updates of accounting information; developing meeting cost estimates; and tracking expenses for multiple external contracts and meetings Manage unit responsibilities for processing invoices, reimbursement requests, and other expenses.

Other Roles and Responsibilities

• Work with Vice President in preparing products for external distribution, including publications, grant applications, meeting materials, etc.
• Perform duties related to publication request fulfillment on behalf of WICHE
• Oversee minor unit website content updates
• Represent the policy unit on WICHE-wide initiatives
• Collaborate with non-unit staff at WICHE to ensure efficient operations
• Additional duties and responsibilities as they may arise within the unit

Position Specifications

Required:

• A bachelor’s degree from an accredited college or university and at least three years of administrative experience or an equivalent combination of education and experience
• Excellent attention to detail, accuracy, and ability to meet deadlines Ability to establish and maintain effective, cooperative, and cordial working relationships; to be flexible and service-oriented, and to learn new skills Experience in making travel arrangements and coordinating meetings Demonstrated competence in organizing, prioritizing, and managing multiple activities and timelines; ability to work efficiently with numerous interruptions Excellent oral and written skills Demonstrated ability to work independently, prioritize effectively, and take initiative Willingness to acquire additional related duties and responsibilities as necessary Proficient in Windows, Microsoft Office

Preferred:

• Proficient with Adobe Acrobat, and Zoom Workplace Experience with accounting software Experience with Salesforce Experience with Cvent

Travel:

Moderate to significant travel may be required, depending on specific project requirements and interest, an estimate of 3-7 trips per year is likely.

About the Policy Analysis and Research Unit

WICHE’s Policy Analysis and Research unit offers various resources to support better-informed decision-making, principally at the state level. Topics for its numerous research projects and collaborations include postsecondary completion, closing attainment gaps, adult learners, and multistate data-sharing to support educational planning and workforce development. The unit’s staff members serve as subject-matter experts on higher education issues including finance, state and federal financial aid, articulation and transfer, strategic planning, and student demographics. Publications, including the WICHE Insights series, explore a range of significant policy issues. Unit staff members undertake long-term grant-funded projects, collaborate with regional and national partners, and provide short-term technical assistance to WICHE members.

About WICHE

Since 1953, the Western Interstate Commission for Higher Education (WICHE) has been strengthening higher education, workforce development, and behavioral health throughout the region. As an interstate compact, WICHE partners with states, territories, and postsecondary institutions to share knowledge, create resources, and develop innovative solutions that address some of our society’s most pressing needs. From promoting high-quality, affordable postsecondary education to helping states get the most from their technology investments and addressing behavioral health challenges, WICHE improves lives across the West through innovation, cooperation, resource sharing, and sound public policy.

Benefits

WICHE offers a competitive benefits package which includes medical insurance with generous employer contribution to health savings account (H.S.A.), dental, life, and disability insurance; flexible spending accounts (medical and dependent care); 403(b)retirement plan with employer match of 200% on employee contributions up to 5% after six full months of employment; and paid vacation, sick and personal time as well as paid family leave.

*WICHE does not discriminate on the basis of race, color, religion, sex, age, national origin, sexual orientation, gender identity or expression, disability, veteran status, marital status, or any other legally protected status*