Academic Administrative Assistant II

Job Description:

Provides administrative support to facilitate the work of the faculty and staff in the Department of Theater, Dance, and Film 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:

• Editing, assembling, photocopying and distributing course-related work.
• Assisting the department chair by notifying him/her of University deadlines and coordinating class and room schedules. May prepare and draft correspondence on behalf of the department chair. Preparing documents or reports and/or researching administrative issues and providing analysis or summary. Supporting the department chair, and students, as required during course registration.
• Implementing scheduling systems (e.g. Outlook calendar or similar) to establish priorities and schedules and to structure tasks in a productive and efficient manner.
• Managing the day to day flow of departmental tasks and communications (front-line responses to questions from the faculty, students, parents, other W&L employees, and visitors; mail, email, telephone response, conduct tours, assist in marketing, proofreading etc.) and contributing to a positive work environment. A consistent record of attendance and punctuality is key to this flow of communications.
• Supporting the production program by proofreading marketing materials and programs, tracking expenses and guest artist fees/paperwork.
• Working effectively with colleagues, and especially collaborating as a partner at moments of departmental transition (e.g. new department head, new hires, collaborations with other departments and programs)
• Overseeing work-study students. Assigning and coordinating duties and reviewing their work.
• Maintaining the departmental and program budgets and track spending; this includes handling purchase requests, work requests, purchase orders, disbursement vouchers, travel vouchers, and guest artist payments. Coding all charges made with University Visa Cards.
• Developing and coordinating office processes. Maintaining department and program files and records. Managing office supplies and ordering desk copies of texts.
• Scheduling meetings; when appropriate, record keeping at meetings.
• Planning, scheduling and organizing department and program functions, events and meetings; coordinating catering where necessary.
• Maintain and organize confidential files. Including, but not limited to promotion and tenure files, and faculty searches.
• Coordinating work with Lenfest staff as needed.
• Becoming integrated with the broader activities of the department and understanding the department’s role within the overall University mission.

Work Schedule: Monday- Friday, 8:30 am - 4:30 pm. This position works 10 months out of the academic year.

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.

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.