Academic Administrative Assistant Ii

Job Description: Provides administrative support to facilitate the work of faculty and staff in the Departments of Sociology and Anthropology, Africana Studies, and Education Studies.
Washington and Lee University actively promotes a dynamic and inclusive environment that allows students and employees of multiple backgrounds, cultures, 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:

• Ensures the effective operation of the department and program(s). Manages the day-to-day flow of department and programs tasks, answers phones, greets visitors, opens, and distributes mail, complies with requests for information, forms, etc. Serves as a liaison to the campus community, parents, visitors, the public and beyond. Contributes to a positive work environment.
• Assists department heads with projecting faculty course loads, coordinates class schedules for each term, and completes Registrar issued spreadsheets. May prepare and draft correspondence on behalf of department head, program heads, and/or department faculty; prepares documents or reports and/or researches administrative issues; and provides analysis or summary.
• Prepares reports, mailings, etc. (includes using word processing, scientific software, and collecting data from in-house programs) for internal and external reporting. Modifies, maintains, or creates spreadsheets for analyzing or managing data. Assists faculty members with word processing, email, and other questions and/or problems. Prepares and types highly confidential materials relating to promotion, tenure and third-year review.
• ·Maintains calendar(s) for assigned staff, regularly prioritizing, and arranging meetings, conferences, appointments, and reserving the appropriate spaces for each. Notifies department heads and colleagues of deadlines. Arranges necessary travel reservations and itineraries for department, program, and guests; anticipates and prepares background materials needed.
• Supports department, program and College leadership, as needed, for accreditation review and planning.
• Department and Programs liaison for Admissions.
• Coordinates administrative aspect of searches for new hires. Works with Human Resources to input job posting. Schedules and confirms interviews, visits, accommodations and logistics with candidates. Supports the departmental hiring manager during the full recruitment process.
• Develops and coordinates office processes. Maintains paper and digital departmental files and records, following standards for length of file retention as posted by General Counsel. Maintains department and programs’ webpages, social media accounts and survey tools. Orders textbooks, desk copies and supplies. Documents departmental standard operating procedures for administrative responsibilities.
• Maintains and reconciles budgets for departmental, program, institutional, external grants, or work unit accounts; monitors expenditures and performs detailed analysis on accounts; prepares both special and recurring reports for department head; orders supplies and authorizes payments within prescribed limits. Prepares annual operating and capital budget planning for department head’s approval and submits proposals and requests. Codes department visa account transactions; creates purchase requisitions for equipment and/or software purchases over $5,000; works with various company representatives when pricing out, purchasing, and/or renewing service contracts. Performs calculations and computations, such as for travel reimbursements, including basic statistical and/or data analysis and account reconciliation.
• Provides maintenance and data entry support for Rockbridge Teacher Education Consortium databases and runs reports as needed. Assists with state, federal, and national accreditation reporting. Supports reporting requirements (hours and evaluations) for Student Teaching assignments and Student Practicums with county and city teachers and reports these records to the appropriate personnel.Supports maintenance of student files for teacher licensure.
• Schedules and organizes departmental and programs events and functions (open houses, award ceremony, graduation luncheon, guest speakers, etc.). Arranges refreshments, creates posters, and distributes across campus, creates event materials, and works with facilities and catering whenever necessary. Enters all events on the university calendar and posting in Campus Notices. Posting events on RISE monitors, webpages, and Facebook pages as well as posting across campus. Coordinates travel and hotel accommodations for visiting lecturers and readers.
• Prepares and organizes highly confidential materials, including those relating to end-of-term course and program evaluation, promotion, pre-tenure, and tenure reviews via Watermark. Collects, organizes, analyzes, and preserves data from various sources.
• Collaborates with and supports fellow Administrative Assistants in the College and at the university. Offers subject matter training to other Administrative Assistants in specific areas of expertise. Participate in professional growth and mentorship opportunities with Administrative Assistant colleagues, including the Office Professionals Network.
• Supervises, monitors, or coordinates the activities of work study students.
• Other duties as assigned.

Work Schedule: M-F, 8:30 am - 4:30 pm. This position is a 12-month, full-time role.

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. Resume and cover letter are required. Upload documents to the Resume/CV upload section of the application. You will be asked to provide names and contact information for three professional references.

Position Type: Non-Exempt, Full Time, Benefit EligibleMinimum Pay:$20.47 - Pay Commensurate with Experience