Academic Administrative Assistant II
- Employer
- Washington and Lee University
- Location
- Virginia, United States
- Salary
- Salary Not Specified
- Date posted
- May 3, 2023
View more
- Position Type
- Administrative, Business & Administrative Affairs, Business & Administrative Support
- Employment Level
- Administrative
- Employment Type
- Full Time
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Job Description:
Provides administrative support to facilitate the work of the Department of Geology. Manages a heavy load of department tasks in addition to managing upcoming deadlines and academic calendar needs. Maintains department files and handles the business affairs of the office. Schedules and organizes department functions and conferences and manages the calendar for department rooms.
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:
- Manages the day to day flow of department tasks and
communications (front-line responses to questions from the faculty,
students, parents, other W&L employees, and visitors; mail,
email, telephone responses, conducts tours, assists in marketing,
proofreading etc.) and contributes to a positive work
environment.
- Completes forms and documents. Prepares reports, presentations,
mailings, etc. (includes using word processing, electronic mail,
desktop publishing, etc.); modifies, maintains, or creates
spreadsheets and databases for analyzing or managing data. May
perform calculations and computations, including basic statistical
and/or data analysis and account reconciliation. Reviews reports or
budgets and compares to standards; identifies and documents
variances.
- Assists the department chair by notifying deadlines and
coordinating class and room schedules, and course enrollments. May
prepare and draft correspondence on behalf of department chair,
prepare documents or reports and/or research administrative issues
and provide analysis or summary. Assists with gathering and
reporting assessment and accreditation data. Assists with operating
and capital budget planning and requests. Proofreads research
grants, manuscripts, reporting and planning documents as
requested.
- Develops and coordinates office processes. Maintains department
files and records, monitors department budgets, codes department
visa accounts online, processes disbursements and purchase orders,
handles Facilities work orders, assists with travel vouchers,
maintains department webpages, bulletin boards, display cases, and
brochures. Attends and takes minutes at department meetings. Orders
supplies, equipment and instructional materials.
- Maintains records of students majoring in the department, and
coordinates announcements and co-curricular opportunities for
students. Assists with supervision and assigns tasks to work-study
students. Tracks alumni activities and contact information and
administers student surveys. Assists with content, editing and
distribution of alumni newsletters.
- Assists department chair in coordinating searches for new
hires, maintains all hiring records, and corresponds with
candidates. Organizes and coordinates on-campus visit schedules.
Prepares and organizes highly confidential materials, including
those relating to regular evaluation, promotion, pre-tenure and
tenure reviews. Must be able to collect, organize, analyze, and
preserve data from various sources.
- Primary organizer of department fieldtrips, annual receptions,
student research exhibitions, external speakers and other
department events and functions and manages transportation,
lodging, meals, space reservations and catering. Works with
University Catering and Facilities to coordinate for event setup
for campus functions.
- Works effectively with colleagues, and collaborates as a
partner at moments of departmental transition (e.g. new chair, new
hires, collaborations with other departments and programs).
- Serves as an advocate for the department, becoming well
integrated within the broader activities of the department and
developing a good grasp of the department’s role within the overall
University mission and structure.
- All other duties as assigned.
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
Position Type:
Non-Exempt, Full Time, Benefit Eligible
Minimum Pay:
$19.58 - Pay Commensurate with Experience
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