Academic Administrative Assistant II
Washington & Lee University
Lexington, VA
Full-time
Administration / Clerical
Posted on June 6, 2023
Job Description:
Provides administrative support to facilitate the work of the Math and Philosophy department.
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
- Answers phones, greets visitors, distributes mail, complies with requests for information, forms, etc. Provides verbal and/or written responses to inquiries from students, parents, the public, employees, vendors, etc., regarding a variety of questions.
- Copies and distributes course-related work from typed and handwritten drafts. Assists administrators and faculty members with word processing, e-mail and other questions and problems.
- Completes forms and documents. Prepares reports, presentations, mailings, etc. (including using word processing, electronic mail, and desktop publishing) and/or modifies, maintains, or creates spreadsheets and databases for analyzing or managing data. May perform calculations and computations, including basic statistical and/or data analysis and account reconciliation. Reviews reports or budgets and compares to standards; identifies and documents variances.
- Notifies colleagues of deadlines.
- Where appropriate, prepares and drafts correspondence on behalf of department, prepares documents or reports and/or researches administrative issues and provides analysis or summary. Produces correspondence following standard letter writing etiquette, reviewing drafts for grammar, spelling, punctuation, and content.
- 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.
- Maintains and reconciles budgets for departmental, institutional, or work unit accounts; monitors expenditures and performs simple analysis on accounts; prepares both special and recurring reports for supervisor and authorizes payments within prescribed limits; makes recommendations for purchases.
- Develops and coordinates office processes. Maintains departmental files and records, following standards for length of file retention as posted by General Counsel. Maintains department webpage. Orders desk copies and supplies.
- Coordinates necessary travel reservations and itineraries; anticipates and prepares background materials needed. Manages all receipts and business office travel documents.
- Schedules departmental functions and coordinate refreshments or food where necessary. Works with University Catering and outside vendors and plans setup with University Facilities. Organizes events, planning and organizing conference and group meetings, and arranges for travel and hotel accommodations for group visitors.
- 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 Zoom interview, organizes on-campus interview travel and itinerary, final notifications, and maintains all hiring records for the Department.
- Serves as an advocate for the department and program, 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.
- Coordinates printing, distribution and scheduling of in-person final exams.
- Attends departmental meetings and takes minutes.
- Other duties as assigned.
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
Position Type:
Non-Exempt, Full Time, Benefit Eligible
Minimum Pay:
$19.58 - Pay Commensurate with Experience