Secretary Senior – Library Services Team, Washington University

Overview

Washington University is recruiting a Secretary Seniorto join our Library Service steam in Ellensburg, Washington. This role is an important member of our team as they enhance the vision for the University. The role is a campus-based position, which means you get to see the lives you are impacting. We’re offering a salary, depending on experience, from $36,072 – $47,688 annually (effective 7/1/2023) plus the awesome CWU benefits.

• Secretarial Support:
  Execute complex, multi-level administrative tasks during constant interruptions that require personal interactions without losing focus or momentum.
• Secretarial Support:
  Perform complex secretarial duties; evaluate budget status; develop, modify and/or maintain database management, office recordkeeping, or filing system(s); resolve problems.
• Secretarial Support:
  Meet deadlines and due dates for various events, workshops, and programs.
• Secretarial Support:
  Maintain dean’s, associate dean’s, and department chair’s calendars and appointments; schedule and coordinate meetings.
• Secretarial Support:
  Greet and assist visitors to the Dean’s Suite office area; answer telephone, and email inquiries; receive and refer customers including university personnel, students, and/or the public to the appropriate office/personnel.
• Secretarial Support:
  Respond to inquiries regarding departmental/university procedures and services, identify issues, provide options, fulfill services, and exercise knowledge of procedures to assist others.
• Secretarial Support:
  Prepare correspondence, meeting notices and agendas, reports, etc.; proofread material; take notes; maintain all minutes and agendas for meetings.
• Secretarial Support:
  Process departmental transactions; apply departmental/university policies and procedures as they relate to areas such as travel, purchase requisitions, surplus, keys, records retention, etc.
• Secretarial Support:
  Make travel arrangements, including processing travel forms.
• Secretarial Support:
  Act as a resource person for departmental personnel; participate on committees and/or meetings.
• Secretarial Support:
  Create and format various documents using Word, Excel, Publisher, PowerPoint, Teams, and other database software. Research, collect data, organize, and prepare a variety of reports.
• Secretarial Support:
  Coordinate library supply ordering; research products for cost, durability, availability, departmental need, and state guidelines (if applicable).
• Secretarial Support:
  Work with CWU Facilities on maintenance and custodial issues as they arise.
• Secretarial Support:
  Provide secretarial support to the Library Advisory Council: scheduling meetings, creating agendas and supporting materials, scheduling, and taking minutes.
• Secretarial Support:
  Work with graduate student advisor to maintain graduate student hours and documentation.
• Secretarial Support:
  Reserve rooms in Brooks Library for events/meetings with various constituents on campus.
• Secretarial Support:
  Track faculty leave and report balances.
• Secretarial Support:
  Coordinate reservations of research rooms, including assignment, maintenance, key checkout, and deep cleaning of rooms when occupants vacate.

• Provide secretarial support for library grants.
• Monitor, reconcile and maintain grant budget info.
• Provide secretarial support to library programs, including: room scheduling, purchasing, and proofing materials.
• Coordinate room usage throughout the library building.

• Secretarial support of library personnel searches, including: correspond with candidates regarding status of applications; post position announcements; arrange interview schedules, itinerary, and accommodations for on-campus interviews; advise and assist candidates with travel arrangements; process reimbursement for candidates’ interview expenses; coordinate orientation to new faculty and staff; work with new faculty and staff to complete necessary hiring documentation.
• Act as a new employee ambassador for CWU Libraries.
• Perform other duties as assigned.

Salary: $3,006 /month with periodic increases up to $3,974 /month (effective 7/1/2023)

Schedule/Appoin…