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Academic Administrative Assistant II

Employer
Washington and Lee University
Location
Virginia, United States
Salary
Salary Not Specified
Date posted
May 3, 2023


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.

Work Schedule: Monday - Friday 8:30 AM - 4:30 PM.

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.

Position Type:

Non-Exempt, Full Time, Benefit Eligible

Minimum Pay:

$19.58 - Pay Commensurate with Experience

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