Administrative Assistant IV

Administrative Assistant IV

Posting Number: R0004185
Location: Salem Campus

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Position Summary:
The Administrative Assistant IV provides essential administrative support to College of Law faculty, staff, and visitors. Requires knowledge of general office procedures as well as the knowledge of, or ability and willingness to learn, various computer software programs, including word processing, electronic calendaring, database systems, exam software, and others as required. Public relation skills are important for contact with others both inside and outside the University.

Reasonable Accommodations Statement:
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions.
JOB DESCRIPTION

The duties and responsibilities of this position include, but are not limited to, the following functions, which are not listed in any particular order of significance:

• Serves as a point of contact for the College of Law Faculty Support Office. Receives and directs phone calls, and greets and assists faculty, staff and the public.
  
• Provides administrative support to faculty (full-time, adjunct, and visiting) and staff including preparing and proofing correspondence, class materials, text book orders, and faculty scholarship and other projects as needed, some of a complex nature and under tight deadline.
  
• Works with the Office of Student Affairs and faculty in the production and coordination of examinations.
  
• Maintains correspondence and class material records; arranges for distribution of course materials, including paper and electronic materials maintained through a learning management system.
  
• Safeguards the confidentiality of departmental or office administration by exercising discretion in communicating information to faculty, students and staff, and handling departmental records and files, personnel actions, performance evaluations, grade reports, merit, promotion and tenure decisions, and similar confidential materials.
  
• Provides administrative support to faculty who teach outside of the regular fall/spring semesters, including summer term and intersessions in summer and winter.
  
• Prepares faculty and staff reimbursement and travel requests for review and approval and maintaining fiscal year accounting records. Communicates with faculty and staff to ensure complete documentation as required by University policy; distributes documents to the University's Accounting office, and maintains fiscal year records as needed for the Dean's Office.
  
• Monitors and manage faculty travel budgets, including expense tracking and accounting.
  
• Assists with travel planning for faculty, staff, and external stakeholders.
  
• Provides back-up administrative support to the Law Deans' Offices, Advancement, the Office of Student Affairs, and Alumni Relations staff as needed.
  
• Sorts and distributes daily mail, orders office supplies as needed, and is responsible for routine maintenance of office equipment. Monitors employee kitchen area and orders supplies as necessary; keeps space tidy.
  
• Establishes own workload priorities while meeting deadline requirements.
  
• Develop a deep understanding of policies and procedures in order to successfully interpret, communicate and navigate them and to ensure compliance with university rules and regulations.
  
• Works on routine tasks while juggling special projects and sets priorities and meets deadlines despite frequent interruptions.
  
• Performs other duties as assigned.
  

MINIMUM QUALIFICATIONS

• High School graduate or equivalent
  
• Three years general office and clerical experience
  
• Proficiency with computer word processing (PC), database, spreadsheet software programs, and computer/internet research and communications required. Ability to learn other software programs as needed
  
• Excellent skills in typing, record keeping, composition, spelling, grammar, punctuation, and proofreading
  
• Excellent written and oral communication skills
  
• Excellent interpersonal skills
  
• Excellent organizational and time management skills.
  
• Ability to prioritize tasks and meet deadlines in an environment of frequent interruptions
  
• Ability to work independently with a minimum amount of instruction and supervision
  
• Ability to create an inclusive and welcoming environment and establish and maintain harmonious relations with a diverse group of faculty, staff, students, members, visitors, and others.
  

Preferred Qualifications

• College degree preferred.
  
• Experience in legal settings preferred.
  

Typical Work Schedule

Monday through Friday, 8 am to 5 pm.

Physical Demands & Working Conditions

Typical work is performed indoors in a normal office environment.

Salary: $20.30 per hour

Applications will reviewed on a rolling basis as received until the position is filled.

All University positions require that candidates submit to a criminal conviction record check prior to hire. Conviction does not automatically preclude candidates from being hired. Nature of conviction will be considered relative to the duties of the position.

You will need to upload the following two documents as part of your application materials in the "My Experience" section labeled Resume:

• Cover letter addressing the required/desired qualifications and presenting any other applicant characteristics which deserve emphasis
  
• Current Resume
  

​Incomplete applications will not be considered.


Apply online at https://willamette.wd1.myworkdayjobs.com/en-US/willametteuniversityjobs/job/Salem-Campus/Administrative-Assistant-IV_R0004185

Believing that diversity contributes to academic excellence and to rich and rewarding communities, WU is committed to recruiting and retaining a diverse faculty, staff and student body. We seek candidates, particularly those from historically under-represented groups, whose work furthers diversity and who bring to campus varied experiences, perspectives and backgrounds. jeid-646c0b48cfda954396c3cce2f998a535