Job Description: Provides administrative and logistical efforts to facilitate the work of the Department of History and East Asian Studies and Women’s, Gender & Sexuality Studies Programs. 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: Ensures the effective operation of the department and program(s). Manages the day-to-day flow of department and programs tasks, answers phones, greets visitors, opens and distributes mail, complies with requests for information, forms, etc. Serves as a liaison to the campus community, parents, visitors, the public and beyond. Sets high standards and provides excellent customer service that fosters a positive work environment. Maintains and reconciles budgets for departmental, program, institutional, external grants, or work unit accounts; monitors expenditures and performs detailed analysis on accounts; prepares both special and recurring reports for department head; orders supplies and authorizes payments within prescribed limits. Prepares annual operating and capital budget planning for department head’s approval and submits proposals and requests. Codes department visa account transactions; creates purchase requisitions for equipment and/or software purchases over $5,000; works with various company representatives when pricing out, purchasing, and/or renewing service contracts. Performs calculations and computations, such as for travel reimbursements, including basic statistical and/or data analysis and account reconciliation. Prioritizes and arranges meetings, conferences, appointments, and reserves the appropriate spaces for each. Notifies department head and colleagues of deadlines. Arranges necessary travel reservations (guests) and itineraries for department, program, and guests; anticipates and prepares background materials needed. Assists department head with projecting faculty course loads, coordinates class schedules for each term, and completes Registrar-issued spreadsheets. Prepares reports, mailings, and collects data from in-house programs for internal and external reporting. Modifies, maintains, or creates spreadsheets for analyzing or managing data. Supports the East Asian Studies and Women’s, Gender & Sexuality Studies Programs. Course scheduling/communicating with the Registrar's office for both programs. Collects and organizes applicant data, tracking all student/alumni applications, interviews, acceptances, compiling data for program review, evaluation, and maintenance, etc. Manages the department’s and programs’ websites and departmental survey tools. Serves as an advocate for the department and program(s), 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. Oversees the unit’s media subscriptions. Partners with department and program leadership, as needed, for accreditation review and planning. Schedules and organizes departmental and program events and functions (open houses, award ceremonies, graduation luncheons, guest speakers, etc). Arranges refreshments, creates posters and distributes them across campus, creates event materials, and works with facilities and catering whenever necessary. Enters all events on the university calendar and posting in Campus Notices. Posting events on RISE monitors, webpages, and Facebook pages as well as posting across campus. Coordinates travel and hotel accommodations for visiting lecturers and readers (guests). Assists department head in coordinating searches for new hires. 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. Prepares and organizes highly confidential materials, including those relating to end-of-term course and program evaluation, promotion, pre-tenure, and tenure reviews. Collects, organizes, analyzes, and preserves data from various sources. Develops and coordinates office processes. Maintains paper and digital departmental files and records, following standards for length of file retention as posted by General Counsel. Maintains department and programs’ webpages. Orders textbooks, desk copies and supplies. Documents departmental standard operating procedures for administrative responsibilities. Supervises, monitors or coordinates the activities of work study students for the department. Activities may include assisting faculty research through collecting information, mailing relevant materials, and copying or scanning documents. Collaborates with and supports fellow Administrative Assistants in the College 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. Other duties as assigned. Work Schedule: Monday - Friday; 8:30 am - 4:30 pm. This is a 12-month position. Minimum Qualifications: A High school diploma or equivalent is required (Associate’s Degree preferred). Experience working in an administrative support role or a combination of education and experience which would provide a similar level of skill. Strong records maintenance skills. Proficiency, or the aptitude to acquire skills, in Microsoft Office Suite, Mac/Apple systems, Adobe Acrobat, Workday and other applications applicable to the office. Ability to maintain confidentiality. Ability to communicate effectively, both orally and in writing. Application Instructions: Review of applications will begin immediately and continue until the position is filled. Resume and cover letter are required. Upload documents to the Resume/CV upload section of the application. You will be asked to provide names and contact information for three professional references. Position Type: Non-Exempt, Full Time, Benefit Eligible Minimum Pay: $20.47 - Pay Commensurate with Experience
Salary: $20.47 an hour
Employment Type: Full-time
Qualifications
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