Academic Administrative Assistant II

Job Description:

Provides administrative support to facilitate the work of the Math department and Data Science program.

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, 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.
  
  
• Copies 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, and desktop publishing) 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. Coordinates room and class schedules.
  
  
• Communicate with prospective students, declared minors, and alumni regarding program information, events and other information.
  
  
• Communicate with Data Science faculty across 11 departments regarding information, updates, meetings and other information. Advertising collateral creation, including flyers, website, W&L monitors across Campus, etc.
  
  
• 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 desk copies and supplies.
  
  
• Coordinates 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 and program 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 and Program.
  
  
• 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.
  
  
• Collaborate with and support fellow Administrative Assistants in the College and at the university. Offer 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 .
  
  
• Supervises, monitors or coordinates the activities of work study students.
  
  
• Coordinates printing, distribution and scheduling of in-person final exams.
  
  
• Attends departmental meetings and takes minutes.
  
  
• Other duties as assigned.
  
  

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 typing and word processing, and know Microsoft Office extensively, including Word, Excel, Powerpoint, and Outlook. The applicant must have excellent proofreading, grammar and spelling skills. Must be detail-oriented, have the ability to multi-task, and possess strong organizational 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. The ability to work with frequent interruptions and manage multiple projects, priorities and deadlines. Previous experience in an academic setting preferred.

Work Schedule: M-F, 8:30 am - 4:30 pm. This position is full-time for 10 months during the academic year, with two months off during the summer.

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.
  
  

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

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.