Program Assistant III

Title: Program Assistant III VP Area: College of Arts and Sciences Department: Music Work Schedule: Fixed daytime hours Monday-Friday Telework Availability: Hybrid Available FLSA Status: Non-Exempt Employee Classification: Regular full-time (staff 30+ hours) Hours per week: 40 Months per year: 10 Off Months: June-July Job Purpose The position develops and maintains strong professional relationships and works collaboratively with a variety of internal and external stakeholders. Performs a wide range of complex administrative and budgetary duties in support of Classical Civilizations and Music department members. Will provide direction and support to other administrative support staff and student employees. Essential Functions 40% - Administrative Support Performs a wide range of complex administrative duties requiring independent judgment and initiative on assignments that are sensitive in nature. Perform complex word processing tasks such as merging and sorting, integrating text and graphics, and helping to generate direct mailings, forms, flyers, posters, and other documents. Input course data in Banner, create spreadsheet with courses, run error reports, and make corrections when necessary. Maintain up-to-date databases and email distribution lists for department. Manages correspondence for department operations. Maintains professional and accurate physical and digital records including confidential reports and information. Submits and monitors work orders for offices and department members. Maintaining and ordering supplies for the offices and equipment. Plan, advertise, set -up, monitor, and tear-down of departmental events and meetings. Scheduling of appointments, calendars, meetings, travel and other events, including the procurement of logistical needs and posting on social media accounts. 30% - Budgetary Support Prepare, audit, and process requisitions, expense reports, invoices, contracts and credit card statements. Monitor, reconcile, and generate reports on department budgets including all restricted funds. Uses spreadsheet and database software to create and maintain various budget and personnel records for each department. Assist faculty with travel requests and expense reconciliations. Monitor student employee hours/earnings to ensure compliance. 20% - Customer Service Welcome and greet visitors with pleasant and professional demeanor. Respond and proactively assist with inquires on a multi-phoneline system and email communication in a timely manner. Proactively works to facilitate communication between visitors and employees. Resolves complex and escalated issues. Oversees and assigns work and special projects to student employees for the department. Additional Duties as Assigned by the Department Educational Requirement Bachelor's Degree or Equivalent Experience Years Of Related Experience Requirement 1 year In lieu of the educational qualifications, candidates may qualify with equivalent professional experience at a ratio of one year of experience for each year of required education. Skills & Abilities Proficient in Microsoft Office, Excel, and Word. Proficient in English written and verbal communication skills. Excellent organizational skills. Demonstrated time management, punctuality, and priority setting skills. Strong attention to detail and accuracy Ability to maintain confidentiality Strong customer service skills. Ability and disposition to learn new computer programs as they emerge. Maintain composure in fast paced work environment. Demonstrated ability to manage competing priorities with frequent interruptions. Preferred Qualifications One year of budget experience. Work experience in higher education and/or arts organizations. Experience with various software such as Banner, Concur and/or EMS. Physical & On-Campus Requirements In-Office Presence - Ability to work on-site in typical office setting and participate in in-person meetings with colleagues: 5 days/week Standing/Sitting - Ability to remain in a stationary position for a prolonged period: Often (50%-75% of time) Walking - Ability to move about on foot to accomplish tasks: Rarely (1%-49% of time) Lifting/Carrying - Ability to move or transport objects up to a specified weight (e.g., 50 pounds): Rarely (1%-49% of time) Attention to Detail - Ability to focus on detailed tasks for extended periods: Daily (>75% of time) Problem-Solving - Ability to identify and resolve issues effectively: Daily (>75% of time) The budgeted salary range that the University reasonably expects to offer for this position: $20.77 - $22 per hour Pay Range Minimum Salary (Non-Exempt): 20.77 Midpoint Salary (Non-Exempt): 25.96 Maximum Salary (Non-Exempt): 31.15 Is this position eligible for relocation reimbursement?: No Is this position eligible for a signing bonus?: No At this time, the University has suspended all new H1B visa sponsorships. #J-18808-Ljbffr Gonzaga University Institute for Climate, Water, and the Environment