Administrative Assistant II

Job Description:

This position supports the coordination and operation of the Alumni Admission Program (AAP). Provides administrative support for Associate Deans and assists with responsibilities shared by members of the operations staff, including support of various recruitment activities and application processing.

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:

• Develops and maintains working knowledge of admissions technologies, e.g. Technolutions Slate CRM, including AAP - related query functions and digital communications; and during application season performs all phases of application processing including opening mail, supporting the verification, scanning, data entry, management of application materials including AAP interview reports, and related communications from the admissions CRM; develops and maintains a working knowledge of Tea ms to engage with project management; and other technologies that the offices utilizes to perform job duties.
  
  
• Supports the coordination and operation of the Alumni Admission Program (AAP) by: training new AAP Coordinators and work/study students in AAP - related tasks; participating in strategic program management discussions with leaders of the Offices of Alumni Af fairs and University Advancement; coordinating membership changes and new member on - boarding; coordinating AAP volunteers' staffing of college fairs; supporting 15- 20 off - campus alumni recruiting events; maintaining and enhancing AAP - related database recor ds and functions in Technolutions Slate; managing 3 - 4 annual mailings and Technolutions Slate digital mailings as well as supporting the AAP Coordinator with 10- 15 other annual digital communications; serving as primary manager of phone calls and emails fr om AAP volunteers and interviewees.
  
  
• Provides administrative assistance for Associate Directors and Deans of the division, which can include support for travel, correspondence, expense reports, and other duties as needed.
  
  
• Supports admissions of ficers’ seasonal recruitment travel, particularly college fairs in conjunction with AAP - staffed college fairs. T asks will include managing the database of college fairs, communicating with admission officers and AAP members effectively regarding the dates, deadlines and scheduling of fairs, and post - event reporting and analysis.
  
  
• Answers admissions phone line and functions as secondary manager of the high-traffic admissions email account. Provides consistent, high - quality, first - line customer service to prospective students, parents, high school counselors, alumni, and visitors.
  
  

• Participates as a member of the operations team in support of all office functions. Will be the primary back - up for the reception desk, which can include scheduling c ampus tours, group information sessions, and interviews, in addition to limited Saturday work. Will also contribute to the application verification process, data collection and analysis, and other ways the operations team needs support.
  
  
• Other duti es as assigned.
  
  

Work Schedule: 8:30-4:30, M-F Occasional night and weekend hours required.

Minimum Qualifications:

High scho ol diploma plus three years of administrative support experience, or a combination of education and experience from which comparable skills are acquired. Associate’s degree preferred. Previous experience in an academic setting is preferred. Must be pro ficient in the use of Microsoft Office and comfortable navigating the internet.

Possesses excellent proofreading, grammar, and spelling skills, is organized and detail - oriented, and has the ability to multi - task. Acts as a self - starter, have the ability to work independently, as well as to communicate and interact effectively in a professional, confidential, and courteous manner with faculty, staff, and students. Demonstrated ability to handle confidential and sensitive information required. The ability to work well collaboratively as well as independently, a high level of energy, versatility, empathy, and responsibility will be highly valued in this role.

Application Instructions:

Review of applications will begin immediately and continue until the position is filled. Resume and cover letter are required. Upload both required documents to the Resume/CV upload section of the application. You will be asked to provide names and contact information for three professional references.

External Applicants: Application instructions for external applicants are located on the jobs.wlu.edu or here .

Current W&L Employees: Apply from your existing Workday account. Instructions are located at jobs.wlu.edu or here .

Physical Requirements:

• Fingering: Picking, pinching, typing or otherwise working, primarily with fingers rather than with whole hand or arm as in handling.
  
  
• Grasping: Applying pressure to an object with the fingers and palm.
  
  
• Repetitive motions: Making substantial movements (motions) of the wrists, hands, and/or fingers.
  
  

Working Conditions: The worker is not substantially exposed to adverse environmental conditions.

Types of Work: Sedentary work: Exerting up to 10 pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects, including the human body. Sedentary work involves sitting most of the time. Jobs are sedentary if walking and standing are required only occasionally and all other sedentary criteria are met.

Position Type:

Non-Exempt, Full Time, Benefit Eligible

Minimum Pay:

$19.58 - Pay Commensurate with Experience

The university requires employees to become fully vaccinated for COVID-19 and new employees must provide proof of at least their first shot prior to the first day of employment. Boosters are required. Individuals may seek a medical or a religious exemption to the vaccination requirement.