Administrative Assistant 3 - Business & Professional Accounting

• Eastern Washington University seeks an experienced Administrative Assistant 3 to support the Schools of Business and Professional Accounting, located on Eastern’s Spokane campus in the Catalyst Building. This is a management reclassification of a current position.
• This is a full-time position that is responsible for performing complex administrative duties. The position will provide support to the Schools of Business and Professional Accounting, including the following programs: Accounting, Entrepreneurship, General Management, Finance/Marketing, Human Resource Managment, International Business, Information Systems and Business Analytics, and Management.
• This position provides varied high level administrative support to the College of Professional Programs, School of Business, and the School of Professional Accounting. Position assists both School Chairs in administration of school procedures, including, but not limited to personnel matters, resource management, administrative duties, and special events. The position works in collaboration with the school’s faculty and staff, and provides support as directed by the School Chairs and the Dean’s Office. The position reports to the Associate Dean of the College of Professional Programs or may be delegated to one of the School Chairs.

• This is a 12 month, 100% time position, based on Eastern’s Spokane campus.
• 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.
• COVID-19 Vaccination and Exemption Information link: https://inside.ewu.edu/hr/
• This position is covered by the Washington Federation of State Employees’ Collective Bargaining Agreement.

• Essential Functions Analysis forms (“EFA”) describe the physical and mental demands associated with our positions. You may access this document at the link provided below:

• University, local, regional and state mandates for public and personal protection should be followed as needed.

• At least three years’ relevant full time work experience; qualifying experience is defined as:
  • Work must be beyond entry level work, and must predominately consist of higher level, administrative work or work involving complex support functions and assignments;
  • Part time experience may qualify, but must be pro-rated to its full time equivalent;
  • Formal education will substitute year-for-year for experience.

• Strong computer skills demonstrated by three years’ successful full time work experience using a variety of software programs to include: Outlook, Word, Excel, PowerPoint, databases, data systems
• Demonstrated success in the ability to successfully handle a demanding workload with overlapping deadlines and which required great attention to detail, strong communication skills, perseverance, initiative, and ability to function equally well taking direction and working independently, and in an environment characterized by interruptions throughout the work day;
• Work experience demonstrating success handling a high volume of customer contact and providing customer service; to be considered qualifying, experience must include the following:-Communications and customer service regularly involve a wide variety of different kinds of “customers,” such as internal staff/managers/administrators, students, applicants, other agencies, professionals in the community; Communications and customer service must include both verbal/telephonic, email, and written correspondence
• “High volume” means receipt of an average of 100 customer contacts on a daily basis to include email, telephone calls, visitors, etc.;
• Experience maintaining both manual and electronic records and files while maintaining absolute confidentiality regarding files, data, records and other confidential information; adhere to FERPA (Family Educational Rights and Privacy Act of 1974) and other privacy laws.
• Demonstrated ability to apply a culturally responsive and flexible approach that is supportive to the diverse needs, including universal accessibility, of our students, faculty, staff and the public.

• 2 years’ experience performing administrative or administrative support responsibilities in a college, university or fast-paced business environment
• Bachelors or higher-level degree (any field)
• At least one year experience using an enterprise data system, such as Banner or other large, complex, multi-dimensional data system with over 10,000 records
• Previous supervisory experience

• Flexibility
• Collaboration
• Communication
• Teamwork
• Time Management
• Attention to Detail

• Position will be scheduled to work a consistent daily schedule of 8 hours per day.
• However, the students and faculty in the assigned departments have class schedules that extend beyond 5:00pm. As a result, the position’s schedule will be based on the need for support at times corresponding to the departments’ schedules.
• Position may be scheduled to work as late as 6pm or 7pm; for example, 9am-6pm, or 10am-7pm, with a one hour lunch.
• Position’s schedule will be finalized at the time of hire, and may be periodically adjusted to meet the needs of the department; employees are provided advance notice of the need for schedule changes in accordance with the classified staff union contract.

All materials will be held in strictest confidence; references will not be contacted until candidates have been notified. Note: Letters of Reference are not required at this time. We reserve the right to request letters of reference at a future date, such as once we have identified interview candidates.

• Serve as primary contact for the School of Business and the School of Professional Accounting; answer questions (in person, in response to correspondence, to phone, email inquiries); serve as a resource person to the Schools in coordination with the Chair; act as liaison between the Chair’s office & other program areas; refer visitors/inquiries pertaining to specific School programs to appropriate faculty or staff; schedule advising appointments, and/or direct students to appropriate faculty or staff;
• Provide direct confidential secretarial support to the Chairs; manage the Chair’s calendar; compose, prepare & transmit confidential & sensitive information regarding school & program business; prioritize & distribute incoming mail;
• Assist with administration of school procedures; coordinate or fulfill office operations;
• Prepare correspondence, manuals, contracts, forms & other documents; maintain school information sheets, bulletin boards, signage; examples: labeling of faculty mailboxes, school telephone directory sheet, and phone trees;
• Assist in writing, completion & presentation of reports;
• Maintain confidential files & records, including School personnel files; develop & maintain databases & tracking systems; provide copies of information to appropriate staff/faculty as requested;
• Coordinate and/or fulfill procedures for searching, hiring, & promotion of faculty & staff; prepare paperwork & correspondence related to adjunct hires & submit to Dean’s office; assist with and/or facilitate other personnel processes as requested; serve on search committees as directed;
• Office space management: submit facility work orders for issues that arise within the schools; assists with facilities building planning projects; manage access control and internal keys; unlock & close up School doors as needed; Submit facility work orders for issues that arise (building maintenance, furniture maintenance, shred bins, office moves, paint, etc.);
• Assist with duties related to public relations; provide information about programs & school procedures; assist with developing informational materials designed to inform & recruit students;
• Provide administrative support related to the School Advisory boards as requested;
• CourseLeaf (CLSS) Scheduler: Assist with procedures related to quarterly & yearly course schedules and fulfill scheduling responsibilities;
• Assist Chairs with annual workloads and tracking changes in course load for faculty;
• Assist with tracking overload credits for faculty and quarterly faculty taught courses as well as their compensation based on degree type;
• Remain current on policies & procedures and provide guidance and interpretation to faculty & staff;
• Assist with a wide variety of other administrative tasks including, but not limited to:
  • Assist Chair with google drive access for employees
  • Support accreditation & state program approval as assigned
  • Approve book orders
  • Process forms/information on a cyclical & as requested basis including coordination with other campus programs as necessary
  • Provide simple tech support to staff; assist in placing IT HelpDesk tickets & track resolution
  • Assist faculty & staff with hiring & other processes related to student workers and any approved NSH employees; maintain school personnel files & records; obtain quarterly updates from supervisors pertaining to number of hours worked, & provide report to Chair;

• May supervise lower-level staff and collaborate with appropriate supervisor for any shared student or NSH position prior to assigning tasks;
• Submit parking passes for events, meetings, etc. reconcile monthly report;
• Coordinates with Records and Registration in regard to scheduling, class cancellations, etc.
• Attend necessary scheduling meetings;
• Records Management-work with the Archive Office to manage documents and submit applicable documents to the state by following local, state and federal protocols.
• Other related duties as assigned.

• Provide support for meetings including organize/schedule meetings, reserve room, facilitate communications, agenda preparation, minute taking and dissemination, track committee projects, prepare/disseminate documents and materials, work with other campus units as necessary for needed services (Catering, IT, etc.);
• Provide assistance for special events, workshops, lectures, Graduation Reception, and other events; make any necessary arrangements; prepare printed materials including public relations and informational documents; facilitate communications; make arrangements with other campus units for needed services; forward necessary information to Fiscal Specialist for any purchasing; attend events as directed to provide support; participate in Graduation as directed;
• Coordinate or fulfill arrangements and preparations for annual School retreats.