Academic Administrative Assistant II
- Employer
- Washington and Lee University
- Location
- Virginia, United States
- Salary
- Salary Not Specified
- Date posted
- Jun 24, 2022
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 Romance Languages, Medieval Renaissance Studies, Latin American and Caribbean Studies and ESOL.
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:
- Answers phones, greets visitors, opens and distributes mail,
complies with requests for information, forms, etc. Provides verbal
and/or written responses to inquiries from students, parents, the
public, employees, vendors, etc., regarding a variety of
questions.
- Edits, types, assembles, photocopies and distributes
course-related work from typed and handwritten drafts. Assists
administrators and faculty members with word processing, e-mail and
other questions and problems.
- Completes forms and documents. Prepares reports, presentations,
mailings, etc. (including using word processing, electronic mail,
desktop publishing, dictation, transcription, etc.), and/or
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.
- Notifies colleagues of deadlines and coordinates class and room
schedules.
- Where appropriate, prepares and drafts correspondence on behalf
of department, prepares documents or reports and/or researches
administrative issues and provides analysis or summary. Produces
correspondence following standard letter writing etiquette,
reviewing drafts for grammar, spelling, punctuation and
content.
- Prepares and organizes highly confidential materials, including
those relating to end-of-term course and program evaluation,
promotion, pre-tenure, and tenure reviews via Digication. Collects,
organizes, analyzes, and preserves data from various sources.
- 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 and authorizes payments within
prescribed limits; makes recommendations for purchases.
- Develops and coordinates office processes. Maintains
departmental files and records, following standards for length of
file retention as posted by General Counsel. Maintains department
webpage. Orders textbooks, desk copies and supplies.
- Maintains calendar(s) for assigned staff, regularly
prioritizing and arranging meetings, conferences and appointments;
arranges necessary travel reservations and itineraries; anticipates
and prepares background materials needed. Manages all receipts and
business office travel documents.
- Schedules departmental functions and coordinate refreshments or
food where necessary. Works with University Catering and outside
vendors and plans setup with University Facilities. Organizes
events, planning and organizing conference and group meetings, and
arranges for travel and hotel accommodations for group
visitors.
- Assists department head in coordinating searches for new hires
via Interfolio. Works with Human Resources and the Dean’s Office on
all aspects of job posting and candidate application collection.
Corresponds with candidate to schedule Zoom interview, organizes
on-campus interview travel and itinerary, final notifications, and
maintains all hiring records for the Department.
- Serves as an advocate for the department and program, becoming
well integrated within the broader activities of the department and
program and developing a good grasp of the department’s and
program’s roles within the overall University mission and
structure.
- Supervises, monitors or coordinates the activities of work
study students.
- Other duties as assigned.
Work Schedule: M-F, 8:30 am - 4:30 pm. This position is full-time, on a 12-month annual schedule.
Minimum Pay: $19.56 - pay commensurate with experience.
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.
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
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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