The Administrative Assistant role is responsible for carrying out a full range of complex and confidential administrative assignments on behalf of the Associate Director of the Initiative for Research and Education to Advance Community Health (IREACH), Director of the Behavioral Health Innovations, Co-Director of the Program of Excellence in Addiction Research, and Chair of the Committee for Cannabis Research and Outreach. The position will also provide support to other faculty and staff members of the above groups.
The primary function of this position is to oversee and provide comprehensive administrative and operational support across the programs described above. Duties include budget preparation and maintenance, liaison between supervisor and various departments, preparing correspondence, reports and/or presentations, coordinating office operations including meetings and travel arrangements, scheduling, and purchasing. Duties will involve delegation of authority to act for or in the regular place of the supervisor in substantive fiscal, purchasing, and travel areas.
Additional InformationCompetitive benefits available!hrs.wsu.edu/benefits
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Administrative Support – 45%
Manage calendars for at least three faculty members, including scheduling meetings and phone calls.
Act as subject matter expert of the complex rules, policies, and procedures in areas of travel requests, general office operations, and administrative practices and procedures; explain and interpret to faculty and staff.
Develop solutions and recommendations for general office operating procedures and problems.
Exercise independent judgment in interpreting and applying rules and regulations to resolve problems; independently advise staff and faculty regarding applicable policies and procedures; select/recommend alternative courses of action
Assist with travel requests, arrangements, and travel reimbursement requests for faculty and staff. Prepare Travel Authority (TA) and Travel Expense Voucher (TEV) forms. Route for signatures and submit to Budget and Finance office for processing.
Coordinate office operations including distributing mail, maintaining key inventory, screening calls and visitors.
Coordinate with other departmental staff members on administrative practices and procedures.
Act on behalf of, or serve as a liaison between, supervisor and other staff and faculty members, relaying assignments and requesting status information.
Serve as liaison between supervisor and other departmental staff including Human Resources, to coordinate and follow up on the status of job postings and hiring processes.
Serve as the departmental liaison and coordinate the work of the unit with other campus, college, and university entities, regarding budgets, purchasing, and other related tasks; maintain schedules and priorities; authorize exceptions and special processing.
Assist with preparation and editing of several types of documents, including letters, grants, manuscripts, etc.
Operational Support – 40%
Coordinate purchasing including purchase requests, ordering and reimbursements. Keep records and track spending. Route purchasing records to the Budget/Finance Manager.
Assist with coordination of payments to subcontractors and billing procedures including purchasing, tracking, distributing, and internal audits.
Maintain online and electronic paper files, records, receipts, and other documents using spreadsheet and database software.
Answer telephones, greet and direct visitors, resolve problems, and respond to inquiries of IREACH services and procedures.
Maintain and monitor shared department email.
Prepare narrative and/or statistical reports and compose written communication on behalf of the Director/Chair.
Special Projects – 10%
Assist with administrative problem solving, project planning, maintaining deadlines, and execution of stated goals and objectives as outlined in university, college, and/or unit strategic plans.
Conduct research for special projects/assignments, compile pertinent program or fiscal information, and prepare reports and/or spreadsheets.
Assist with and/or coordinate special events and/or projects as assigned.
Other – 5%
Perform other job-related duties as assigned.
Serve on department and college committees as assigned.
100%
Position Term in Months 12.00 Monthly Salary $2,535.00 Position QualificationsOne year of experience as an Administrative Assistant 1 OR a Bachelor’s degree in business administration, public administration, or closely allied field and two years of responsible office experience at the senior clerical level or higher.
Clerical or office work experience may be substituted for education on a year-for-year basis. Graduate study may substitute for experience on a year for year basis.
Strong computer skills including proficiency with Microsoft Office Excel, Outlook, and Word.
Excellent written and spoken communication skills.
Professional experience preparing correspondence, reports and/or presentations.
Strong customer service skills.
Experience providing administrative support to an individual or group of individuals at the executive, senior leadership, director, and/or manager level.
Experience in the healthcare or higher education industries
Experience with any or all the following activities: accounts payable/receivable, budget development/maintenance, purchasing, travel, personnel.
Experience assisting in planning and coordinating conferences, events, workshops, etc.
Demonstrated experience effectively handling confidential and sensitive information.
Experience managing schedules and travel arrangements
Experience managing budget and tracking fiscal activities
At the time of application, please be prepared to submit a cover letter and resume. Within the online application, please include contact information for at least three professional (3) references. Application materials should clearly communicate how the applicant meets all required qualifications and additional requirements.
WASHINGTON STATE UNIVERSITY IS AN EQUAL OPPORTUNITY/AFFIRMATIVE ACTION EDUCATOR AND EMPLOYER. Members of ethnic minorities, women, special disabled veterans, veterans of the Vietnam-era, recently separated veterans, and other protected veterans, persons of disability and/or persons age 40 and over are encouraged to apply.
WSU employs only U.S. citizens and lawfully authorized non-U.S. citizens. All new employees must show employment eligibility verification as required by the U.S. Citizenship and Immigration Services.
WSU is committed to providing access and reasonable accommodation in its services, programs, activities, education and employment for individuals with disabilities. To request disability accommodation in the application process, contact Human Resource Services: 509-335-4521(v), Washington State TDD Relay Service: Voice Callers: 1-800-833-6384; TDD Callers: 1-800-833-6388, 509-335-1259(f), or hrs@wsu.edu.