Administrative Assistant 3 - Department of Biology
Eastern Washington University
Location: Cheney, Washington
Internal Number: 2555335
Administrative Assistant 3 - Department of Biology
About Eastern Washington University: Eastern Washington University is a regional, comprehensive public university located in Cheney and Spokane, Washington, with programs offered throughout the state and online with an enrollment of over 12,000 students. Eastern is one of six state-funded four-year institutions of higher education in Washington reporting to its own Board of Trustees.
Easterns 300-acre main campus is located in Cheney, a community of 11,000 residents 16 miles southwest of the states second largest city, Spokane. Eastern also offers programs in downtown Spokane at the Brand new Catalyst building and on the Riverpoint Campus which is shared with Washington State University. Eastern also offers program throughout the state based on the needs of the community. Eastern offers an array of bachelors and masters degrees and one applied doctorate in physical therapy. EWU offers 135 fields of study, 9 masters degrees, 12 graduate certificates, 39 graduate programs, 1 educational specialist degree, and 1 applied doctorate to more than 10,000 enrolled students.
Job Summary: The College of Science, Technology, Engineering & Mathematics seeks an experienced professional Administrative Assistant 3 to provide support to our Department of Biology. This new position is available now.
Administrative Assistants perform varied administrative and support duties. Positions are delegated higher-level administrative duties and/or are delegated one or more major program activities as a stand-alone function and responsibility, and which would otherwise be performed by the supervisor.
This position will provide a wide variety of administrative support for the Department of Biology. The person hired for this position must have demonstrated experience and/or ability to perform the following essential functions:
Fulfill delegated administrative functions related to budget: budget preparation and management; develop budget estimates; monitor budget status and expenditures; maintain, initiate and/or approve expenditures on program budgets; coordinate equipment purchases;
Support budgeting and administration of grants and grant proposals;
Coordinate and oversee day-to-day department operations, function as the department representative and resource, and have extensive contact with students, program participants and outside entities;
Monitor department and program activities; resolve problems within delegated scope of authority; exercise independent judgment in interpreting and applying rules and regulations;
Provide independent information and advice to students, staff, program participants and/or the public;
Coordinate personnel matters for both staff and faculty, such as recruitment, appointment, and promotion, and in collaboration with college staff;
Support secretarial duties for the department as needed, including, keeping supervisor's calendar; making travel arrangements for the department; screening, prioritizing, and distributing mail; transcribing minutes, screening calls and visitors;
Support outreach and public relations for the biology department in coordination with the college;
Demonstrated ability to apply a culturally responsive and flexible approach that is supportive to the diverse need, including universal access, of our student, faculty, staff, and the public;
This position requires a mastery of multi-tasking and the ability to coordinate and track data documents and events for multiple people and purposes. Exemplary candidates will be capable of navigating a dynamic environment utilizing organization and efficiency. Individual hired for the position will be responsible for independently planning, organizing, and prioritizing work of the position to meet internal and external deadlines. Position will be responsible for initiating action to ensure individual and department tasks and goals are met.
See complete listing of Responsibilities provided below.
High school graduation or equivalent;
Minimum of 3 years full-time work experience in a similar position providing administrative support; to be considered qualifying, your experience must meet the following criteria:
3 years experience must be beyond entry level work
Work experience must include responsibility for budgets and fiscal activities
Work experience must demonstrate both:
Ability to successfully handle a demanding workload with overlapping deadline
Proven attention to detail, initiative and ability to take direction and work independently
Strong computer skills, including all of the following:
MS Office Ability to perform complex tasks such as merge fields, design tables, create spreadsheets to develop and maintain records
Database management Ability to create new databases, enter data, sort, import/export files in database, create reports
Overall knowledge Intermediate skills with the ability to troubleshoot own workstation and to train others on software
Ability to navigate various screen to gather information
Email Ability to send messages to multiple recipients, make contact lists, send attachments
Internet Ability to efficiently search and retrieve information
Ability to assist others with computer problems email, internet, word processing and other basic hardware and software issues as requested
Ability to learn website maintenance
Demonstrated ability to apply a culturally responsive and flexible approach that is sensitive to the diverse needs, including universal access, of the students, faculty, administrators and external contacts.
Bachelors Degree in Accounting or Business Administration or related field
Additional years work experience performing similar administrative support functions beyond the required 3 years experience using university administrative systems.
2 or more years experience using university administrative systems
Other Skills and Abilities:
See Job Summary below for desired skills and abilities
Job Duties: % of Time: 50 Responsibility / Duty:Department Administrative Support
Evaluate, develop or update department and office procedures to promote efficiency, and ensuring alignment with College and university standards;
Organize, coordinate, direct and/or fulfill delegated departmental operations;
Provide information and advice to students, staff, faculty and/or the public regarding department and its programs content, policies, procedures and activities; recommend alternative courses of action;
Assist with marketing efforts, such as promoting Departmental programs on campus and/or with outside organizations and entities; may make public presentations;
Support outreach and public relations for the biology department in coordination with the college
Manage biology department social media presence
Assist in planning and implementation of events such as awards ceremonies and outreach events in coordination with the college and department staff, faculty, and students
Attend meetings as department representative; represent the Chair as delegated or assigned; may serve as the primary contact in assigned areas;
Confer with campus constituents, such as the College, other departments, and other entities to ensure departmental processes are in alignment with university and College standards; monitor departmental activities in relation to established goals and standards;
Use word processing, graphics, statistical, spreadsheet and/or data base software; effectively use established university systems; acquire and maintain a high level of proficiency with any new systems adopted by the university;
As assigned by supervisor, perform complex scheduling involving rooms, courses, events and faculty/staff, including appropriate prioritization;
Coordinate personnel matters for both staff and faculty in collaboration with college staff, including preparing forms for recruitment, appointment, and promotion;
Request, recruit and supervise work study students for the Biology Office
Perform other administrative, secretarial, and support tasks as required.
Essential Function Indicator: Yes
% of Time: 40 Responsibility / Duty:Budget & Fiscal Tasks
Maintain and modify fiscal record keeping systems, databases, and spreadsheets; review fiscal records; identify trends; assist in formulating corrective action;
Maintain a record keeping system for recording budget transactions; review budget reports, verify accuracy and take corrective action if necessary; reconcile budget status reports and prepare expenditure projections; notify appropriate individual of any projected or actual over- or under-expenditures;
As needed, order supplies and equipment using purchase requisitions, interdepartmental purchase orders, or procurement card as appropriate;
Assist faculty and staff with miscellaneous expense reimbursements;
Maintain purchasing records and resolve problems; review, approve and allocate purchase to proper budget and category; ensure compliance with departmental, institutional and/or granting agency policies, rules and regulations;
Maintain department personnel and payroll records; prepare Personnel Action Forms to implement personnel and salary changes; calculate salary and benefits costs; initiate, record and ensure the accuracy of personnel and payroll action documents;
Manage graduate program funding, including budget projections for graduate service appointments
Maintain and process travel expense; ensure compliance with state and institution regulations and procedures; allocate travel expenses to appropriate budgets;
Manage fiscal expenses related to department vehicles, including tracking mileage and billing expense to appropriate budget lines, establishing cost of use, maintaining budget line for vehicle replacement and maintenance
Prepare, compile and provide fiscal reports such as year-end reports, budgetary reports, and auditing reports;
Analyze revenue and expenditures for course fee accounts and suggest changes as appropriate;
Assist with the development and management of budgets for grant or program requests;
Perform related budget and fiscal duties as required.
Essential Function Indicator: Yes
% of Time: 10 Responsibility / Duty:Faculty Support
Assist with travel arrangements and reconciliation;
Support electronic reporting systems related to retention, tenure, and promotion;
Support textbook requisitions;
Provide faculty with budgetary support as needed.
Essential Function Indicator: Yes
Conditions of Employment:
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 and proof they are fully vaccinated against COVID-19 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.
Salary Information: $38,484 $49,980
Posting Date: 09/18/2021 Open Until Further Notice: No Closing Date: 10/17/2021 Screening to Begin: 10/04/2021
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.
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.
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Eastern Washington University is a regional, comprehensive public university located in Cheney, Washington. Home to over 12,000 students, Eastern offers more than 100 fields of studies, nine master’s degrees, one applied doctorate, one educational specialist degree, and 11 graduate certificates. The university offers an exceptional learning environment that offers hands-on, real-world learning opportunities. Eastern offers a comprehensive liberal arts curriculum, which prepares students to succeed in the competitive job market. Students at Eastern receive a traditional, yet unique college experience.