Senior Administrative Assistant
Senior Administrative Assistant
The Senior Administrative Assistant provides comprehensive administrative support to faculty and staff while serving as the coordinating lead for a team of administrative assistants across The William School. This role combines broad administrative expertise with strong organizational and communication skills and requires the ability to manage workflow and foster consistency across the group. The Senior Administrative Assistant serves as a key departmental liaison, maintaining a thorough understanding of program goals and the broader university mission, and is committed to fostering a welcoming, collaborative, and accessible office environment.
Washington and Lee University actively promotes a dynamic and welcoming environment that allows students and employees of multiple backgrounds and perspectives to learn, work, and thrive together. Successful candidates will contribute to that environment and exhibit potential for excellence in their areas of expertise.
Essential Functions:
- Serves as the coordinating lead for a team of administrative assistants supporting faculty across the school. Manages overall workflow, allocates projects to ensure timely completion, communicates expectations, and facilitates consistency in office processes and service delivery across the group. Provides guidance, training, and support to colleagues as needed; shares knowledge and best practices to promote effective operations.
- Provides front-line administrative support by answering phones, greeting visitors, distributing mail, and responding to inquiries from students, parents, faculty, staff, vendors, and the public; ensures the office environment is welcoming and accessible.
- Prepares, edits, and manages a wide variety of documents and materials, including correspondence, reports, presentations, mailings, and class materials; composes, assembles, and distributes work from typed or handwritten drafts, including materials of a confidential nature.
- Develops and maintains spreadsheets and databases; performs data analysis, calculations, and budget comparisons; identifies and documents variances; reconciles accounts; and compiles summaries and reports as needed.
- Coordinates faculty travel, including booking transportation and lodging, and processing post-travel expense reports in adherence to university travel guidelines.
- Coordinates visitor itineraries, prepares background materials, and manages associated receipts and reimbursements.
- Coordinates administrative needs across departmental spaces, including shared areas and supplies. Manages room reservations, submits and tracks facilities work orders, and collaborates with campus partners to address equipment and technology issues. Ensures classrooms are appropriately stocked at the start of each semester and prepares new faculty offices with essential supplies.
- Plans and coordinates the departmental final exam process in collaboration with faculty and other departmental staff. Prepares materials, manages logistics and the electronic tracking system, and maintains an on-site presence to oversee all aspects of exam administration. Communicates proactively with faculty regarding timelines, procedures, and updates.
- Ensures awareness of and adherence to university academic deadlines. Coordinates the major declaration process, including assigning faculty advisors in collaboration with the department head, as requested by the individual department head.
- Prepares and manages highly confidential materials related to promotion, tenure, pre-tenure reviews, budgets, and business initiatives, ensuring accuracy, discretion, and proper archiving.
- Supports faculty and staff hiring processes by coordinating job postings, collecting applications, scheduling interviews, and arranging candidate travel, lodging, and itineraries; processes associated reimbursements.
- Plans and coordinates departmental events, including receptions, seminars, guest speaker visits, and workshops. Collaborates with campus partners for facilities, catering, and technology support; assists with marketing and calendar coordination.
- Coordinates departmental awards and recognition processes, including preparation of materials and planning of induction ceremonies for applicable honor societies, in collaboration with faculty and the dean's office.
- Processes departmental honoraria, stipends, purchases, and other expenses and reimbursements; provides all required documentation.
- Develops and coordinates office processes; maintains departmental files and records in compliance with retention policies; provides updates for departmental website content to the appropriate office; and orders textbooks, desk copies, and supplies.
- Supervises and coordinates the work of student employees, providing general coaching and feedback.
- Performs other duties as assigned.
Work Schedule: 8:30 a.m. - 4:30 p.m. This position works 35 hours per week.
Minimum Qualifications:
- A High school diploma or equivalent is required (Associate's Degree preferred)
- Experience working in an administrative support role or a combination of education and experience which would provide a similar level of skill
- Strong records maintenance skills
- Proficiency, or the aptitude to acquire skills, in Microsoft Office Suite, Mac/Apple systems, Adobe Acrobat, Workday and other applications applicable to the office
- Ability to maintain confidentiality
- Ability to communicate effectively, both orally and in writing
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