Academic Administrative Assistant II

Job Description:

Provides administrative support for the DeLaney Center Director and Center. Coordinates the day- to-day flow of Center tasks in addition to managing upcoming deadlines, calendar scheduling, and event planning necessary for the implementation of DeLaney Center programs and initiatives.

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 and Related Functions:

• Coordinates the day-to-day flow of Center tasks and communications. Acts as first point of contact for calls and office visitors, takes and relays messages, responds to requests for information and provides information or directs calls/visitors to the Director and DeLaney faculty, as appropriate.
  
  
• Supports the DeLaney Center Director and faculty by performing a wide array of administrative duties including maintaining calendars, scheduling appointments, and completing expense reports. Maintains office supplies for the Center. Maintains Center files and records, following standards for length of file retention as posted by General Counsel.
  
  
• Works with the Office of Communications and Public Affairs to manage the content of the Center’s website, to manage the Center’s outreach through social media, and to promote the Center.
  
  
• Serves as the primary organizer for Center functions (programs, pre-orientation trips, conferences, Saturday field trips, documentary screenings, and group meetings) and coordinates room reservations and refreshments or food when necessary. Works with University Catering and Facilities to coordinate event setup. Plans and makes all travel and lodging arrangements for speakers and other guests.
  
  
• Works with University scheduling systems (e.g. Outlook calendar, 25Live or similar) to make venue arrangements for Center events, such as public lectures, conferences, trips, and film screenings. Selects the most appropriate venue or web conferencing technology for showcasing speaker events.
  
  
• Assists the Center director by notifying him/her/they of University administrative deadlines and helps coordinate the work of the Center with the Provost’s Office and other academic and administrative offices. Assists the director with the implementation of undergraduate programming.
  
  
• Manages the Center budgets and tracks spending; this includes handling purchase requests, disbursement vouchers, travel vouchers, and visiting scholar/guest payments. Codes all charges made with University Visa card within Workday. Assists with preparing annual budgets and prepares regular budget reports.
  
  
• Oversees work-study students. Assigns and coordinates duties and reviews their work.
  
  
• Coordinate searches for new hires.
  
  
• Performs other related duties as assigned.
  
  

Work Schedule: M-F, 8:30am - 4:30pm, occasional night and weekend work required.

Minimum Pay: $19.58 - Pay Commensurate with Experience

Minimum Qualifications:

High School diploma required and Associate’s degree preferred with three years of administrative support experience, or a combination of education and experience from which comparable skills are acquired. Previous experience in an academic setting is advantageous in this role. Must be detail-oriented, have the ability to multi-task, and possess strong organizational skills. Must be a self-starter and have the ability to work independently, as well as to communicate and interact effectively in a professional, confidential, and courteous manner with faculty, staff, the public and students. Should be able to work with frequent interruptions and manage multiple projects, priorities and deadlines. Familiarity with Zoom and web conferencing platforms, or the ability and eagerness to learn new skillsets related to event broadcasting platforms, is essential. Must be proficient in the Microsoft Office suite of products, including Word, Excel and Outlook.

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

The university requires employees to become fully vaccinated for COVID-19, including a minimum of one booster. New employees must provide proof of at least their first shot prior to the first day of employment. Individuals may seek a medical or a religious exemption to the vaccination requirement.