Academic Administrative Assistant II - Washington and Lee University : Job Details

Job Description: Provides administrative support to facilitate the work of the Business Administration 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, opens and 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.
• Completes forms and documents. Prepares reports, presentations, mailings, etc. (including using word processing, electronic mail, desktop publishing, etc.), 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. Reviews reports or budgets and compares to standards; identifies and documents variances. Prepares documents or reports and/or research to provide analysis or summary as requested.
• Ensures that the department is aware of university academic deadlines. Develops and coordinates office processes. Maintains departmental files and records, following standards for length of file retention as posted by General Counsel. Regularly suggests edits to the department webpage. Orders textbooks, desk copies and supplies.
• Maintains calendar(s) for assigned staff, regularly prioritizing and arranging meetings, conferences and appointments; arranges necessary itineraries for visitors; anticipates and prepares background materials needed and manages receipts.
• Serves as the departmental organizer for individual faculty members' travel, for example, booking airline tickets and rental cars to attend professional conferences. Processes post-travel faculty paperwork, such as expense reports.
• Manages the sophomore major declaration process for the business administration major and entrepreneurship minor. Works in conjunction with the department head and associate department head to assign faculty advisors.
• Coordinates searches for new hires. Works with Executive Assistant and Human Resources on external job postings and candidate application collection. Works in coordination with search chair to correspond with candidates regarding interview scheduling. Serves as the departmental organizer for faculty candidates' travel to Lexington. Books transportation, lodging, and meals, and produces itineraries for campus visits.
• Solicits and prepares highly confidential materials relating to promotion, tenure and pre-tenure reviews. Ensures materials are archived properly. Attention to detail is a must.
• Serves as the primary organizer for small-scale departmental functions and related events (such as receptions, dinners, seminars, guest speaking engagements, poster sessions, and workshops). Works with campus partners in facilities management and catering to coordinate meals, refreshments, and event set-up as needed. Partners with colleagues in ITS to ensure event technology support is provided when needed. Collaborates with dean's office staff to market events to faculty, students, and the local community and to ensure all events and speakers are added to the master Williams School calendar.
• Works with the executive assistant in the dean's office on departmental budget questions, speaker honorariums and stipends, and some departmental purchases when required.
• Coordinates with other Williams School administrative assistants to manage Williams School faculty and student needs (such as BizHub maintenance, final exams, and supplies) as determined by the department heads and associate dean.
• Coordinates yearly with the department head to select departmental award recipients, preparing award materials. Further collaborates with the chapter adviser to annually, each Spring, invite and induct newly qualifying student and faculty to the department led chapter of the business international honor society; an induction/recognition ceremony is planned and conducted. Coordinates recipients with dean's office staff.
• 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.
• Other duties as assigned.

Work Schedule: M-F, 8:30 am-4:30 pm. This position works 35 hours per week and is full-time for 12 months.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 both required 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:$21.32 - Pay Commensurate with Experience