Administrative Assistant II

Job Description:

Under the direction of the Assistant Dean of Law Finance and Administration, the Administrative Assistant II performs a wide variety of administrative and clerical duties for the Law School, focusing on business office transactions, budgets, account reconciliations and Law School Journal support.

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:

• Maintains and reconciles budgets for departmental, institutional or work unit accounts; monitors expenditures and performs simple analysis on accounts; prepares both special and recurring reports for supervisor.
  
  
• Completes forms and documents submitting Law School reimbursement requests such as travel reimbursements and expenses through Workday.
  
  
• Reconciles credit card transactions through Workday.
  
  
• Assists Dean of Administration in collection of data and preparation of reports required by accreditation agencies.
  
  
• Assists Dean of Administration with matters affecting law school facilities, including completing maintenance request forms and contributing to the annual capital request process.
  
  
• Arranges travel and hotel accommodations for visitors. Processes reimbursements for visitors’ expenses.
  
  
• Handles billing, subscriptions, copyright requests and other administrative duties for the Law Review and Journal of Civil Rights and Social Justice.
  
  
• Organizes, schedules and coordinates services, activities, and facilities for Dean’s Office events. Understands and manages event budgets and follows university policies related to alcohol and insurance. Coordinates and plans the logistical aspects associated with these activities, working closely with individuals from University Facilities, places orders from appropriate vendors, organizes programs, and acquires items needed for events from various sources. Coordinates all technology needs and logistics for each event with ITS.
  
  
• Maintains Workday delegations from faculty and processes faculty expense report submissions.
  
  
• Collaborates with and supports fellow Administrative Assistants in the Law School and at the university. Offers subject matter training to other Administrative Assistants in specific areas of expertise. Participate in professional growth and mentorship opportunities with Administrative Assistant colleagues, including the Office Professionals Network.
  
  
• Supports Deans’ Suite Executive Assistant in any necessary matters.
  
  
• Other related duties as assigned.
  
  

Work Schedule: Monday through Friday, 8:30am - 4:30pm.

Minimum Qualifications: High school diploma plus three years of administrative support experience, or a combination of education and experience from which comparable skills are acquired. Associate’s degree preferred. The applicant must be proficient in the Microsoft Office suite of products, including Outlook, Word, Excel and PowerPoint. Familiarity with Workday, Zoom and web conferencing platforms is preferred. Ability to multi-task and manage multiple priorities, excellent organizational skills, detail oriented, and strong interpersonal skills are required. Excellent proofreading, grammar and spelling 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 and students. Demonstrated ability to handle confidential and sensitive information. Should be able to work with frequent interruptions and manage multiple projects, priorities and deadlines. A consistent record of attendance and punctuality is necessary.

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

Minimum Pay:

$18.84 - 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.