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 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. Contributes to a positive work environment.
Maintains and reconciles 20+ 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.
Assists department head with projecting faculty course loads, coordinates class schedules for each term, and completes Registrar issued spreadsheets. May prepare and draft correspondence on behalf of department head, program head, and/or department faculty; prepares documents or reports and/or researches administrative issues; and provides analysis or summary.
Prepares reports, mailings, etc. (includes using word processing, scientific software, and collecting data from in-house programs) for internal and external reporting (American Chemical Society). Modifies, maintains, or creates spreadsheets for analyzing or managing data. Assists faculty members with word processing, email, and other questions and/or problems.
Maintains calendar(s) for assigned staff, regularly prioritizing and arranging meetings, conferences, appointments, and reserving the appropriate spaces for each. Notifies department head and colleagues of deadlines. Arranges necessary travel reservations and itineraries for department, program, and guests; anticipates and prepares background materials needed. Manages, including processing, all receipts and business office travel documents and vouchers.
Schedules and organizes departmental and program events and functions (open houses, award ceremony, graduation luncheon, guest speakers, etc.). Arranges refreshments, creates posters and event materials, and works with facilities and catering whenever necessary. Coordinates travel and hotel accommodations for visiting lecturers and readers.
Assists department 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 Skype interview, transcribes interview questions and answers, 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 via Digication. 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 webpage. Orders textbooks, desk copies and supplies. Documents departmental standard operating procedures for administrative responsibilities.
Manages the department’s website, social media accounts 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.
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.
Oversees the unit’s media subscriptions.
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.
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 EligibleMinimum Pay:$20.47 – Pay Commensurate with Experience
Job Details The Weekend Program may fit your lifestyle! – The Weekend Program is an opportunity for healthcare professionals to...
Apply For This JobJob Details Anthropology: Visiting Assistant Professor/Instructor in Anthropology specializing in medical anthropology to teach an upper division introduction to medical...
Apply For This JobGeneral Information Chapman University seeks applications for a non-tenure track Instructor or Assistant Professor position in virtual production for its...
Apply For This JobJob Details Screen reader users may encounter difficulty with this site. For assistance with applying, please contact [email protected]. If you...
Apply For This JobJob Details Life Science Research Professional 1 (50% FTE)🔍School of Medicine, Stanford, California, United StatesNew📁Research📅3 days ago Post Date📅99749 Requisition...
Apply For This JobJob Details Description Fire Safety Technician – Environmental Health and Safety Regular Full-time Description The University of Tennessee Department of...
Apply For This Job