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Administrative Assistant for Reid Campus Center

Employer
Whitman College
Location
Washington, United States
Salary
Salary Not specified
Posted Date
Nov 11, 2022
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Administrative Assistant for Reid Campus Center
Whitman College

WHITMAN COLLEGE

Located in the historic community of Walla Walla, Whitman's vibrant and beautiful tree-lined campus is home to an intellectually diverse, dynamic, welcoming and supportive community of some 500 staff and faculty serving approximately 1,500 students from the local region and across the globe. With exceptional students, accomplished faculty and staff, and a fiercely loyal and growing number of engaged alumni, Whitman College continues to build on its national reputation for academic excellence as one of the top liberal arts colleges in the country.

Whitman College is cultivating a community built on inclusion and belonging. We recognize the value of those who can offer historically underrepresented perspectives and encourage applications from those whose background, knowledge, and insights from lived experience can add to the college's working and learning environment. Whitman College is an Equal Employment Opportunity employer (EEO) .

POSITION PURPOSE

The Administrative Assistant in the Reid Campus Center is accountable for the provision of administrative support to the Reid Campus Center staff including the Senior Associate Dean of Students, two Associate Directors of Student Activities, the Director and Assistant Director of the Outdoor Program, and the Director of Debate & Forensics. At times, the Administrative Assistant will exercise independent judgment within specific guidelines and standards, but assistance will be sought from the Director(s)/Dean for problem areas or information regarding new policies and procedures.

PRINCIPAL ACCOUNTABILITIES
  • Provide clerical support to the Senior Associate Dean of Students and five other staff in the area , answer several phone lines and greet visitors who come to the office, maintain all files for the Reid Campus Center, and audit invoices for multiple departments and prepare vendor payment authorizations, travel advances, travel and entertainment expense requests and journal vouchers.
  • Keep accurate and current records of all student employees.
  • Coordinate all aspects of the break shuttle bus service to Portland, Seattle, Pasco and Walla Walla.
  • Be responsible for the copy center equipment, paper supply, toner supplies, and machine service and maintenance needs. Maintain and update a list of all Campus Center offices' and student organizations' copy codes. Provide the Business Office and the copier service contractor with monthly copy machine usage reports.
  • Promote a positive working relationship with students and student organizations.
  • Maintain records of purchasing card (JP Morgan Mastercard) transactions and complete monthly reconciliations and audits for several card holders.
  • Promote a positive working relationship with the Campus Center Darkroom faculty and assist with the management of the darkroom, including rental of storage lockers and issuing of rental locker keys. Coordinate the return of locker keys and refunding of key deposits at the end of each semester.
  • Maintain records of all codes used on Campus Center doors equipped with electronic key code devices. Coordinate code activations and deactivations with the campus locksmith.
  • Assist the Campus Center Director with maintenance and replacement of equipment at the College's “Kooskooskie Cabin”” and monitor maintenance needs and audit all bills for phone and power service. Perform additional duties, as appropriate, in carrying out the functions of the Campus Center and Senior Associate Dean of Students' Office.


REQUIRED KNOWLEDGE, SKILLS AND ABILITIES

Individuals must be able to explain and/or demonstrate that they possess the knowledge, skills, and abilities to safely perform the essential functions of the job, with or without reasonable accommodation.

  • Demonstrate outstanding customer service, and have the ability to make everyone who walks through the door feel welcome in the office.
  • Demonstrate general office skills including spelling, proofreading, composition of correspondence, and the ability to use general office equipment including telephones, printers, computers, copy machines and basic AV set-up.
  • Ability to advance the college's core values of diversity, equity, inclusion and antiracism.
  • Communicate, both orally and in writing, at a high level of skill.
  • Possess the ability to work well with all college constituencies, a willingness to work as part of a team, and to take on responsibilities that will help the team reach the goals of the office.
  • Must be flexible in work with the computer and possess the willingness to learn and use new computer systems and software as appropriate.
  • Be able to work under pressure amid constant interruptions and still meet deadlines.
  • Ability to maintain confidentiality.
  • Strong organization skills, accuracy and attention to detail.


QUALIFICATIONS

Associate Degree, or the equivalent in experience.

BENEFITS

Whitman offers competitive employee benefits, including medical, dental, vision and life insurances, a generous 10% matching contribution to the Whitman College 403(b) Defined Contribution Retirement Plan, and paid time off including 13 paid holidays for full-time staff vacation and sick leave. Learn more about benefits eligibility here.

COVID-19 PROTOCOLS

At Whitman College, we take seriously the safety of our community. Whitman is a fully vaccinated campus, requiring all employees and students to be up to date with their COVID-19 vaccinations or have an approved exemption. More information can be found here.

DISABILITY ACCOMMODATION FOR JOB CANDIDATES

Contact Human Resources regarding requests for disability accommodation in the employment application process.

APPLICATION REVIEW

Applications will be reviewed on an ongoing basis through November 18 and until the position is filled.

START DATE

January 3, 2023


For full application instructions and position description, visit https://whitman.bamboohr.com/jobs/view.php?id=241&source=bamboohr




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