Admissions Administrative Assistant

Please see Special Instructions for more details.

• Internal applicants should use the WMU-Internal Application.
• External applicants should use the WMU Application.

College

Executive Area

Executive Area Provost & VP Academic Affairs

Department

Department Admissions

Posting Number

Posting Number S1426P

Job Type

Job Type Full Time, Regular

Pay Type

Pay Type Nonexempt/Hourly

Pay Grade

Pay Grade E

Campus Location

Campus Location WMU-Kalamazoo - Main Campus

Salary Range

Salary Range Pay is commensurate with qualifications and experience, combined with an excellent benefits package.

Number of Vacancies

Number of Vacancies 1

General Summary

• Provides administrative support to ensure efficient daily operations. Manages office functions including budget administration, reporting, travel coordination, and human resources activities. Serves as a liaison with internal and external stakeholders and independently manages projects from conception to completion.

Major Duties

• Coordinates and administers all budgetary functions for the office, including maintaining multi-account allocations, tracking, and reporting. Applies generally accepted accounting principles to ensure accuracy and compliance. Attends budget review meetings and represents the office in division-level reviews. Forecasts expenditures and manages gift and pledge commitments.
• Processes employment paperwork. Manages timekeeping and timecards. Serves as the primary point of contact for human resources activities. Maintains personnel files and emergency contact information and provides personnel reporting for supervisors, such as budget utilization and staffing data.
• Coordinates and manages travel arrangements for office staff, ensuring compliance with University travel policies. Reviews travel authorizations and expense reports, develops tracking systems for travel documentation, and serves as the primary point of contact for travel-related inquiries. Oversees office vehicle and rental car pool management.
• Serves as executive assistant to the Director by managing calendars, coordinating signature routings, and planning office events. Screens calls, schedules meetings, attends selected meetings to provide support, and manages travel arrangements.
• Manages vendor contracts by coordinating quotes and guiding agreements through University processes. Serves as liaison with vendors and internal offices to ensure timely completion of approvals and payments. Develops timelines for renewals and payments to prevent lapses in contracts.
• Manages day-to-day operations of the office, including coordinating with campus departments to address technology issues, facilities requests, and space management. Administers electronic reservation systems for meeting spaces, oversees office funds, and maintains supply inventory to support efficient operations.
• Participates as a member of the senior leadership team by assisting with scheduling and attending meetings. Coordinates senior management team meetings and office-wide meetings to support effective communication and collaboration.

Minimum Qualifications

• Associate’s degree in related field from an accredited institution.
• Five years’ relevant experience.
• Administrative experience in a fast-paced, higher-level management environment.
• Understanding of generally accepted accounting principles.
• Excellent written and verbal communication skills.
• Exceptional customer service, organization and time management skills.
• Ability to handle confidential information with discretion.
• Valid driver’s license.

Desired Qualifications

• Internal applicants should use the WMU
  -Internal Application.
• External applicants should use the WMU Application.

Additional Position Information

Staff Compensation System pay grades and rates are available using the URL below:

Western Michigan University offers generous benefits to its employees including health, dental, vision, life and disability insurance, retirement, and tuition discount for the employee and tuition remission for eligible dependents. To access information about the specific benefits available for this position, GO TO:

Physical requirements and working conditions

• Office or other indoor work with minimal physical demands such as occasionally lifting or moving materials less than 25 pounds.
• Work is generally performed in a well-lit, temperature-controlled indoor environment with occasional exposure to the outdoors or any number of elements.

Required fields are indicated with an asterisk (*).

• * Do you have an Associates degree in a related field from an accredited institution?
  • Yes
  • No
• * Do you have five years' relevant experience?
  • Yes
  • No
• * Do you have administrative experience in a fast-paced, higher-level management environment?
  • Yes
  • No
• * Do you have understanding of generally accepted accounting principles?
  • Yes
  • No
• * Do you have excellent written and oral communication skills?
  • yes
  • no
• * Do you have exceptional customer service, organization and time management skills?
  • Yes
  • No
• * Do you have the ability to handle…