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Administrative Asst 4 - Africana Studies, American Indian Studies, and Gender, Women's & Sexuality Studies Programs-Project
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Position Number: 5037800
Location: Cheney, WA
Position Type: Secretary and Administrative Assistants

Administrative Asst 4 - Africana Studies, American Indian Studies, and Gender, Women's & Sexuality Studies Programs-Project

About Eastern Washington University:
Eastern Washington University, a regional, comprehensive public university with an enrollment of over 10,000 students, is one of six state-funded four-year institutions of higher education in Washington, each governed by its own board of trustees. EWUs 300-acre main campus is located in Cheney, a community of 12,000 residents 16 miles southwest of Washingtons second largest city, Spokane. Eastern also offers programs in downtown Spokane at the innovative, energy-efficient Catalyst building, the SIERR building which is a hub for research, development and advancement of health sciences, and at Riverpoint, a campus shared with Washington State University. In addition, EWU programs can be found at select locations throughout the state, aligned with the needs of the community. Eastern contributes to the vitality of the region and the state through its wide array of bachelors and masters degrees in over 100 fields of study, as well as applied doctorates in physical therapy and educational leadership, offering accessible pathways to career success and personal development to students of all socioeconomic and cultural backgrounds.

Eastern Washington University has been recognized for its commitment to helping undergraduate students learn, grow and succeed by Colleges of Distinction, a nationally trusted resource guide for college-bound students. The honor recognizes Eastern as a 22-23 College of Distinction (CoD). Money magazine recently named EWU as one of its Best Colleges in America 2023.
Tribal Land Acknowledgement
Eastern Washington University resides within the traditional homelands of the Spokane People and other tribes who are connected through their shared history of this region. This land holds their cultural DNA and it is their Ancestors who are here and bring forth the knowledge of this place-the knowledge that comes from the land.

Job Summary:
The College of Arts, Humanities, and Social Sciences (CAHSS) at Eastern Washington University is currently seeking applicants for an Administrative Assistant 4-Project. This is a 100%-time Administrative Assistant 4 position that will serve as the executive assistant on administrative matters in support of the program directors, faculty, staff, and students of the Africana Studies, American Indian Studies, and Gender, Women's & Sexuality Studies programs on Eastern Washington University's Cheney campus. This position will perform higher-level administrative duties of a substantive nature that have been delegated to the position to perform.

This position reports directly to the Executive Assistant to the Dean of CAHSS and is expected to exercise independent judgment in interpreting and applying rules and regulations to resolve problems, advise faculty and staff regarding applicable policies and procedures, and recommend alternative courses of action. Position serves as a resource for the department and ensures work of position and department staff are in conformance with regulations, policies, and standards.

Applications are open and accepted until recruitment is closed. Screening of applications will begin on March 4, 2024 and applications will continue to be screened until recruitment is closed. All materials will be held in strictest confidence; references will not be contacted until candidates have been notified.

Eastern Washington University is committed to increasing and retaining the diversity of its faculty, staff, students and academic programs. We are an affirmative action/equal opportunity employer. Applications from members of historically underrepresented groups are especially encouraged.

In addition to salary, the university offers a comprehensive benefits package including health insurance, life and disability insurance and retirement. In addition, EWU offers generous vacation and sick leave accruals, 12 paid holidays per year and fringe benefits, such as tuition waiver for employees, discounted EWU sports tickets, full access to our campus workout facilities at a minimum fee and free transportation through STA buses. For additional information regarding insurance benefits please see our Benefits page: https://inside.ewu.edu/hr/benefits/insurance/.

EWU expands opportunities for personal transformation through excellence in learning.

Required Qualifications:

High School Graduation or GED.
Minimum three (3) years of progressively responsible administrative work experience; experience must demonstrate abilities in all the following areas:
- Work is beyond entry level tasks, and which is characterized by complexity, overlapping deadlines, and independent responsibility for outcomes
- Communicate clearly and accurately, verbally and in writing, with a broad range of individuals at different levels of a large, complex organization
- Effectively manage and track details of projects, priorities, and deadlines
- Excellent planning and organizational skills
- Effectively work both independently and as a member of a team
- Handle projects independently, with absolute confidentiality and sensitivity to policies and procedures
- Provide administrative support, initiate, and coordinate activities and follow up on related details
- Proven attention to detail and accuracy, ability to multi-task and manage deadlines
Minimum one (1) year of experience with budgetary functions to include: management and reconciliation, reporting, and analysis.
Advanced skills in computer technology and software, including all the following:
- MS Office Suite to include advanced skills/experience using Excel
- Experience using large data information systems and databases
- Ability to manage and update school website, applications, and social networking tools as needed
Demonstrated experience involving the performance of programmatic and administrative assignments.
Demonstrated ability to apply a culturally responsive and flexible approach that is supportive to the diverse needs, including universal accessibility, of our students, faculty, staff, and the public.

Preferred Qualifications:

Bachelors degree
Two or more years full time work experience in higher education in an administrative support role performing duties beyond entry level work.
Knowledge of software programs commonly used in academic settings such as Canvas, EagleNet, and Banner.
Experience using Google Suite and WordPress.
Knowledge of practices in education or fine and performing arts settings.
Substantial knowledge of regulations, rules, policies and procedures, processes, materials and/or equipment related to the administration of an academic department.
Work experience demonstrating the coordination of academic program policies and procedures for all students, staff, and faculty in a fine and performing arts department.
Supervisory experience.

Other Skills and Abilities:

Flexibility
Collaboration
Communication
Teamwork
Time Management
Attention to Detail

Job Duties:
% of Time: 60
Responsibility / Duty: Assistant to the Program Directors:

Coordinate and supervise administrative tasks, including special projects; work independently when helping to organize and execute projects and events for the autonomous programs
Help promote and prepare activities for program events in conjunction with Program Director and Coordinator/Recruiter
Prepare agendas and minutes for department meetings
Develop processes and use systems for collection and analysis of data, including assessment, ongoing program review, and accreditation data
Prepare and provide reports as assigned/requested
Plan and organize events, such as retreats and end-of-year activities
Evaluate administrative or procedural problems, and recommend solutions to Program Directors
Utilize delegated authority to make and implement plans, decisions, and commitments related to management policies and business operations
Represent the Program Directors at meetings as delegated
Interpret university, college, and program policies
Assist the Program Directors on accreditation documents, communication, and data reports
Other Assistant to the Program Director duties as assigned

Essential Function Indicator: Yes

% of Time: 10
Responsibility / Duty: Office/Program Management:

Develop and implement office procedures, policies, and systems
Work with other office and program staff regarding daily operations, requests from the Program Director or Deans Office, and general program and office management
Independently manage complex projects (e.g., operationalize a new program and issues, determine steps to completion, and successfully implement them)
Interview, select, supervise, and train office staff in collaboration with the Director. Evaluate staff and initiate corrective action when necessary
Assign and review work performed by student workers
Use computer, word processing, and spreadsheet software
Operate office equipment incidental to secretarial duties
Copier and printer maintenance and loading (ink/paper)
Field department communications such as email, telephone, and voicemail
Perform reception duties to receive, screen, announce, and refer students and visitors
Provide information about department programs, as requested
Screen, distribute, and route daily mail
Monitor deliveries and orders to ensure all items are received
Create, process, and maintain prox-card database
Prepare class schedules and room requests in university scheduling system. Monitor and maintain department equipment and materials inventory
Manage purchasing of equipment and supplies. Process textbook and equipment requests
Design, maintain, and upgrade department filing system including general office files, assessment, accreditation, travel documents, and textbooks
Exercise independent judgment and decision-making skills to resolve problems
Develop and maintain documentation and databases to facilitate ongoing operations and special projects
Maintain program files, student records, faculty records, communication records, and contracts. Purge material according to State and University Records Retention Schedule
Maintain program websites
Work with college marketing coordinator to design and maintain current recruitment/marketing materials in collaboration with the chair and marketing and communications department
Work with college marketing coordinator to ensure that electronic and print communications offer consistent messages
Represent the programs at University admissions and recruiting events with Program Directors
Other Office/Program Management duties as assigned

Essential Function Indicator: Yes

% of Time: 15
Responsibility / Duty: Student and Faculty Support:

Provide forms and assist students in completing forms, such as Major Declaration forms, key card forms, etc., as requested
Relay instructions to student and non-student employees. Monitor payroll records for student workers, ensuring timely submission of staff time sheets
Coordinate new faculty orientation and set up (office, email, HR, etc.)
Track the professional development expenditures of individual faculty members
Arrange travel for faculty to attend meetings, conferences, etc.
Prepare travel authorizations and justifications for special travel-related exemptions
Elicit from faculty information needed to purchase textbooks for courses; prepare and submit textbook requests to University Bookstore
Other Student and Faculty Support duties as assigned

Essential Function Indicator: Yes

% of Time: 5
Responsibility / Duty: Budget Management:

Advise Directors and faculty in budget and resource planning
Establish and manage equipment maintenance and replacement plans in cooperation with faculty. Arrange for the repair of office equipment, when necessary
Prepare fiscal summaries for the Directors on an ongoing basis
Obtain price quotes from vendors for supplies
Prepare purchasing documents such as purchase requisitions, contracts, service agreements, invoice vouchers and ensure attachment of necessary documentation
Place orders for office, department, and lab supplies
Assist with purchases for program-specific items
Input data into electronic bookkeeping system and maintain fiscal records
Track and reconcile budget expenditures from department accounts
Track and reconcile procurement card purchases to include in monthly report, and file monthly budget reports, including state, ASEWU, and Foundation budgets
Manage and maintain course fee information
Prepare and manage travel for faculty and staff
Allocate travel expenses to appropriate budgets; reconcile Central Travel Account (CTA) card and ensure accuracy of coded expenses as well as maintaining purchasing records
Other Budget Management duties as assigned

Essential Function Indicator: Yes

Conditions of Employment:
This is a 100%-time project position that will end on December 31, 2024. This position is currently unavailable for renewal.

This position, during the course of university employment will be involved in the receipt of, or accountability for, university funds or other items of value, as well as the unsupervised access with the developmentally disabled, vulnerable adults or children under the age of 16. The offer of employment is contingent upon successful completion and passing of a background check prior to beginning employment.

All new employees must comply with EWU Immunization Policy 602-02 and provide proof of immunity or vaccination to MMR before beginning work at EWU. Waivers for the immunization requirements are available for medical or sincerely held religious beliefs.
This position is covered by the Washington Federation of State Employees Collective Bargaining Agreement: https://in.ewu.edu/hr/wp-content/uploads/sites/40/2021/07/WFSE-EWU-CBA-Barg.-Units-1-and-2-2021-2023-FINAL.pdf

Upon hire you must complete required DEI, Hazing, Harassment and Title IX training, and other federal, state & university mandated trainings. You can access the online training at https://inside.ewu.edu/hr/training-resources/ or complete the training in person or via Zoom. In person and Zoom training opportunities will be posted on InsideEWU and are listed on Human Resources https://inside.ewu.edu/hr/training-resources/.
Salary Information: The salary for this position is $47,532 (minimum) up to $55,056. Where the hired candidate will begin within this range is dependent on education, experience, and skills.

Posting Date: 02/20/2024
Open Until Further Notice: Yes
Closing Date:
Screening to Begin: 03/04/2024

Special Instructions to Applicants:
Submit your application materials through our online applications portal provided below. If you are unable to submit through the applicant portal, please contact Human Resources Services at (509) 359-2381.

To apply, visit https://jobs.hr.ewu.edu/postings/11881

EWU does not discriminate in its programs and activities on the basis of race, color, creed, religion, national origin, citizenship or immigration status, sex, pregnancy, sexual orientation, gender identity/expression, genetic information, age, marital status, families with children, protected veteran or military status, HIV or hepatitis C, status as a mother breastfeeding her child, or the presence of any sensory, mental, or physical disability or the use of a trained guide dog or service animal by a person with a disability, as provided for and to the extent required by state and federal laws.