Senior Administrative Assistant
Job Description:
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
Application Instructions
Review of applications will begin immediately and continue until
the position is filled. Required materials include:
- Cover letter
- Resume
- Names and contact information for three professional
references
Application instructions for internal and external candidates can
be found at:
http://www.wlu.edu/employment-opportunities
Campus Safety and Welfare Responsibilities:
- This position is designated as a Campus Security Authority
(CSA) in accordance with the Clery Act. This position is required
to report Clery qualifying crimes to the Department of Public
Safety and complete annual training about your reporting
responsibilities under the law.
Position Type:
Non-Exempt, Full Time, Benefit Eligible
Compensation:
The expected pay rate for this position is between $24.85 - $28.83
per hour. Offers are based on factors such as qualifications,
relevant experience, skills, internal equity, and market and
organizational considerations.
Washington and Lee University also offers a generous and
comprehensive benefits package designed to support the well-being
of employees and their families. To learn more about working at
W&L and benefits, visit
jobs.wlu.edu.
Washington and Lee is an Equal Opportunity Employer seeking
candidates committed to high standards of scholarship, performance,
professionalism, and to a welcoming campus community. Job
description requirements are representative, but not all‐inclusive
of the knowledge, skill, and abilities needed to successfully
perform this job. Reasonable accommodations may be made to enable
qualified individuals with disabilities to perform essential
functions.
To apply, visit: https://wlu.wd5.myworkdayjobs.com/en-US/WLUCareers/job/Lexington-VA/Senior-Administrative-Assistant_R1442-1
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