Admin Assistant II

Administrative Assistant

Pay Rate: 19.35 USD

Position Summary:

Applicants must apply through the Fort Lewis College Workday application site, no other online or social media application sites may be used as they do not feed into Workday. Minimum qualifications include two years of administrative assistant experience in an office setting or a combination of education and administrative assistant experience equal to two years. This is a nine-month, forty-hour a week position that supports the departments of English and Performing Arts-Music.

The total student count is approximately ninety-six, with twenty-four full-time and ten part-time faculty. The administrative assistant works with faculty, staff, and students in facilitating the department and divisions work. This position is eligible for medical, dental, vision, state paid short term and optional long term disability, state paid life insurance and optional life insurance as well as paid accrued annual and sick leave, and other college provided benefits.

Primary Job Duties

A. Duty:
Departmental Administrative Support - 25%

Brief Duty

Description:

Serves as the central communication point for sharing information among division/departmental faculty, staff and prospective and current students. Answers incoming calls, voice, and email messages, and provides support to students, faculty and visitors, directing people to other offices as needed and providing information about faculty office hours, class schedules, advising, registration, department majors and minors, scholarship information, room locations etc. Compose and send correspondence via email, interoffice mail and off-campus mail.

Sorts and distributes mail. Assists with collecting and delivering mail during summer months. Oversees operation and maintenance of department office equipment including contacting IT for problems with phones, computers, printers etc., submitting work orders to Physical Plant Services for maintenance and repairs for any department buildings and following up on submitted orders to ensure completion. Maintains program reception area. Keeps department office neat and orderly which may include cleaning surfaces, emptying recycle baskets or dusting (if these services are not being provided by Physical Plant Services cleaning crews).

Manage department bulletin boards or content for digital displays if appropriate. Manage departmental websites, social media, newsletters, or blogs as needed. Process and maintain locker assignments, and locks for student lockers (if applicable to department). Chairs and/or Associate Deans may assign other duties as needed to meet the ever-changing demand of the College.

B. Duty:
Faculty Administrative Support - 15%

Brief Duty

Description:

Assists faculty with document preparation and photocopying, deadline reminders, and record keeping. Arrange and schedule meetings between prospective students, parents and program personnel. Arrange and schedule committee, group academic advising sessions for students or faculty meetings including scheduling rooms, refreshment and any special equipment as needed. Works with Advising/Registrar's Office and Department Chair to assign Faculty Advisors for upper level students (60+ credit hours).

Assists with meeting preparation (i.e., compile statistics, print spreadsheets, copy handouts). Assists Chair or Associated Dean with assigning office space to new faculty, including key issuance and computer/phone technology set-up. Train new faculty to utilize email, phone, listserv, Workday, etc. Provide support for new faculty learning to navigate Workday. Assist with annual student/staff/faculty awards and/or scholarships (i.e., announce award nominations/scholarship opportunities, organize the submitted nominations/applications for review, notify the winners, create and prepare the framed awards).

Gather and submit textbook orders.

C. Duty:
Budget, Procurement Cards, Reallocation & Travel Arrangements - 30%

Brief Duty

Description:

Generate and review monthly division/departmental budget(s) reports using Workday, sharing any concerns with the department Chair and SOAS Office Manager. Monitor departmental budget(s) by overseeing purchases and travel requests; process budget related forms (i.e., transfer of funds, purchase orders, requisitions, spend authorizations, expense reports, motor vehicle requests, faculty development and student research grants). Process Supplier Invoice Requests for Supplier payments. Allocate personal p-card and faculty p-card transactions weekly (if possible), following up with faculty on any outstanding bills, receipts, etc.,

ensuring that all departmental spending is reconciled by fiscal year end by working in conjunction with Accounts Payable and the Budget Office. If Dean or Provost are covering certain expenses, this position will contact their offices concerning reimbursements to the department(s).

D. Duty:
Student Worker Supervision - 5%

Brief Duty

Description:

Supervise 1 or more student…