Admin Assistant II

Administrative Assistant

Pay Rate: 19.35 USD

Position Summary: Applicants must apply through the Fort Lewis College Workday application site, no other online or social media application sites may be used as they do not feed into Workday. Minimum qualifications include two years of administrative assistant experience in an office setting or a combination of education and administrative assistant experience equal to two years. This is a nine-month, forty-hour a week position that supports the departments of English and Performing Arts-Music. The total student count is approximately ninety-six, with twenty-four full-time and ten part-time faculty. The administrative assistant works with faculty, staff, and students in facilitating the department and divisions work. This position is eligible for medical, dental, vision, state paid short term and optional long term disability, state paid life insurance and optional life insurance as well as paid accrued annual and sick leave, and other college provided benefits.

Job Description

Primary Job Duties

A. Duty: Departmental Administrative Support - 25%

Brief Duty Description: Serves as the central communication point for sharing information among division/departmental faculty, staff and prospective and current students. Answers incoming calls, voice, and email messages, and provides support to students, faculty and visitors, directing people to other offices as needed and providing information about faculty office hours, class schedules, advising, registration, department majors and minors, scholarship information, room locations etc. Compose and send correspondence via email, interoffice mail and off-campus mail. Sorts and distributes mail. Assists with collecting and delivering mail during summer months. Oversees operation and maintenance of department office equipment including contacting IT for problems with phones, computers, printers etc., submitting work orders to Physical Plant Services for maintenance and repairs for any department buildings and following up on submitted orders to ensure completion. Maintains program reception area. Keeps department office neat and orderly which may include cleaning surfaces, emptying recycle baskets or dusting (if these services are not being provided by Physical Plant Services cleaning crews). Manage department bulletin boards or content for digital displays if appropriate. Manage departmental websites, social media, newsletters, or blogs as needed. Process and maintain locker assignments, and locks for student lockers (if applicable to department). Chairs and/or Associate Deans may assign other duties as needed to meet the ever-changing demand of the College.

B. Duty: Faculty Administrative Support - 15%

Brief Duty Description: Assists faculty with document preparation and photocopying, deadline reminders, and record keeping. Arrange and schedule meetings between prospective students, parents and program personnel. Arrange and schedule committee, group academic advising sessions for students or faculty meetings including scheduling rooms, refreshment and any special equipment as needed. Works with Advising/Registrar's Office and Department Chair to assign Faculty Advisors for upper level students (60+ credit hours). Assists with meeting preparation (i.e., compile statistics, print spreadsheets, copy handouts). Assists Chair or Associated Dean with assigning office space to new faculty, including key issuance and computer/phone technology set-up. Train new faculty to utilize email, phone, listserv, Workday, etc. Provide support for new faculty learning to navigate Workday. Assist with annual student/staff/faculty awards and/or scholarships (i.e., announce award nominations/scholarship opportunities, organize the submitted nominations/applications for review, notify the winners, create and prepare the framed awards). Gather and submit textbook orders.

C. Duty: Budget, Procurement Cards, Reallocation & Travel Arrangements - 30%

Brief Duty Description: Generate and review monthly division/departmental budget(s) reports using Workday, sharing any concerns with the department Chair and SOAS Office Manager. Monitor departmental budget(s) by overseeing purchases and travel requests; process budget related forms (i.e., transfer of funds, purchase orders, requisitions, spend authorizations, expense reports, motor vehicle requests, faculty development and student research grants). Process Supplier Invoice Requests for Supplier payments. Allocate personal p-card and faculty p-card transactions weekly (if possible), following up with faculty on any outstanding bills, receipts, etc., ensuring that all departmental spending is reconciled by fiscal year end by working in conjunction with Accounts Payable and the Budget Office. If Dean or Provost are covering certain expenses, this position will contact their offices concerning reimbursements to the department(s).

D. Duty: Student Worker Supervision - 5%

Brief Duty Description: Supervise 1 or more student workers including hiring through Workday, training and evaluating their performance. Initiates hiring students into Student Institutional Employee positions in Workday, or creating positions under the appropriate Supervisory Organizations before hiring. Works with Financial Aid to see if students qualify for Work Study, and ensures that costing allocations or default organizations are correct. Ensure that students remember to report their time in Workday on time and correctly on a weekly basis, especially prior to breaks and end of the semester. Reconciles Student Hourly labor monthly to ensure that students are being paid out of the correct Cost Center, Program, or Grant.

E. Duty: Faculty Search Support & Records - 15%

Brief Duty Description: Maintains records of required current faculty certifications, current CV's and competencies Assists with faculty searches: Places advertisements for position vacancies. Create and update faculty candidate files as application materials are received. Generates spreadsheet with candidate contact information. Handle candidate travel arrangements (flight, hotel, meals). Compile data from Search Committee reviews of candidate files. Develop and distribute two-day itinerary for candidate interview/campus visit. Maintains record of employment inquiries and applications. Initiate expense reports for all reimbursements via Candidate Profiles in Workday. Compile all expenditures and submit Expense Reports through Candidat profiles to be paid out of PRV Faculty Recruting PG. Assist Adjunct faculty in applying in Workday and hiring them into vacant adjunct positions. Once approved, submitting Period Activity Pay for the Adjunct faculty member in Workday

F. Duty: Prospective, Current & Alumni Student Relations - 5%

Brief Duty Description: Tracks total number of students in each department major that position supports. Maintains listservs. Collects, organizes and reports data regarding enrollment and retention of program students; including internal data and in some departments, data from comparison institution and programs. Assists in division/departmental recruiting activities, which may include on-campus events, development and dissemination of recruitment materials, processing and tracking of scholarships, and other recruiting-related duties as assigned by the department Chair(s). Serves current students by controlling instrument/equipment inventories, student locker assignments (if department has access to), student payroll for special events, and student travel for conference and recruiting purposes.

G. Duty: Lab and Field Trip Support - 5%

Brief Duty Description: Provides support to the Division/Departmental labs (if applicable to department) by helping the Lab Coordinator order lab supplies. If necessary, also assists faculty to schedule lab access. Assists faculty when applicable with reimbursement for field trip expenses and spend authorizations. Coordinates FLC transportation for field trips when asked. Keeps and files emergency documents and itinerary for field trips.

Minimum Qualifications:

Experience Only: Two (2) years of relevant experience in an occupation related to the work assigned to this position OR Education and Experience: A combination of related education and/or relevant experience in an occupation related to the work assigned equal to two (2) year.

Preferred Qualifications

• Administrative Assistant Experience in higher education
• Workday, Banner or other higher education student database system experience
• Experience managing multiple department budgets
• Procurement Card transaction and reconciliation experience
• Office 365 experience

Required Competencies

• Work experience with diverse audiences and under-represented groups
• Active listening skills
• Critical thinking skills
• Analytical, investigate and problem solving skills
• Accurate data entry and database skills
• Strong customer service skills
• Strong interpersonal skills
• Attention to detail
• Reading, writing and oral comprehension
• Written and oral expression skills
• Ability to work independently and as part of a team
• Ability to effectively manage multiple priorities and meet objectives and deadlines

Conditions of Employment

A final job offer is contingent upon the satisfactory completion of a criminal background check. All background checks will be conducted in accordance with Fort Lewis College policy. APPEAL RIGHTS: If you receive notice that you have been eliminated from consideration for this position, you may file an appeal with the State Personnel Board or request a review by the State Personnel Director. An appeal or review must be submitted on the official appeal form, signed by you or your representative. This form must be delivered to the State Personnel Board by email (View email address on click.appcast.io), postmarked in US Mail or hand delivered (1525 Sherman Street, 4th Floor