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Administrative Assistant II

Employer
Washington and Lee University
Location
Virginia, United States
Salary
Salary Not Specified
Posted Date
May 26, 2022

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Position Type
Administrative, Business & Administrative Affairs, Business & Administrative Support, Student Affairs, Academic Advising & Academic Support Services, Other Student Affairs, Student Activities & Services
Employment Level
Administrative
Employment Type
Full Time
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Job Description:

The Administrative Assistant II for the Division of Student Affairs is responsible for providing office and administrative support to the various offices within the Division of Student Affairs, including the Vice President for Student Affairs and Dean of Students, Dean of Student Life, Class Deans, Residential Life, Greek Life, Student Conduct, Leadership and Development, Student Activities, Title IX and Disability Resources, and Health Promotion. This position will also serve alongside two other support roles within the Division. As part of the Division of Student Affairs, this position interacts with administrators, faculty, students, parents, alumni and other internal and external constituents.

The Office of Student Affairs is committed to the development of an inclusive environment and we strive to advance diverse perspectives and approaches in carrying out the mission of Washington and Lee University.

Essential Functions:
  • Coordinates a variety of administrative functions maximizing the use of automated systems, such as website maintenance, database maintenance, record keeping, preparing correspondence and documents, maintaining calendars, scheduling meetings and conferences, recording minutes of meetings, and generating routine and special reports.

  • Receives office visitors, answers telephone, sorts mail, and handles routine inquiries to the Division of Student Affairs in a courteous and inclusive manner. Assists in the handling of special requests or problems from students, faculty, staff and the public, directing inquiries to senior staff members as appropriate.

  • Communicates effectively with students, prospective students, parents, faculty, staff, and the general public.

  • Coordinates, initiates, prepares, and monitors various administrative, financial, and operations forms, records, reports, and other documents, ensuring timely and accurate processing of documents by other student affairs departments. Prepares mailings when required.

  • Organizes and maintains departmental files and records, frequently involving cross-filing/cross-reference systems; assists in archiving of files. Monitors budgets and expenditures as assigned. Processes invoices and monthly credit card expenses as assigned.

  • Assists with committee work, staff events, and helps coordinate event logistics for special events and projects, programs, and presentations. Makes travel arrangements and prepares travel expense reports as needed in Workday.

  • Assists with the publication of handbooks and other publications.

  • Orders equipment, supplies and materials for the purpose of maintaining availability of required items.

  • Reviews and analyzes daily work methods to determine progress and to revise current procedures to expedite the smooth flow of work Assists with implementing organizational policies and procedures.

  • Serves as back-up to other office support staff.

  • Participates in meetings, workshops and seminars as assigned for the purpose of conveying and/or gathering information required to perform functions.

  • Performs various other Student Affairs functions and administrative support duties as assigned.

Work Schedule: Monday through Friday, 9am - 5pm

Minimum Qualifications:

High School diploma required with Associate’s Degree in Administrative Support or 3-5 years of successful job-related experience preferred. Demonstrated proficiency in office procedures, systems, and equipment. Must be proficient in use of MS Office applications including Word, Excel, PowerPoint, and Outlook, as well as proficiency in web software, desktop publishing, maintaining database systems and generating excel and database reports. Superior multi-tasking, organizational, problem-solving, interpersonal, and communication skills (both verbal and written) as well as the ability to prioritize and a strong attention to detail required. Excellent proofreading, spelling/grammar and general writing and math skills also required. Must be able to handle sensitive information, maintaining a high degree of confidentiality; self-starter with demonstrated ability to work independently and in a fast-paced team environment with interruptions and distractions. A consistent record of attendance and punctuality is essential.

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.

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