Administrative Assistant 4 - Fine and Performing Arts Department

Eastern Washington University, United States

Updated: over 1 year ago
Location: Cheney, WASHINGTON
Deadline: ;

Posting Details
Posting Details


Working Title Administrative Assistant 4 - Fine and Performing Arts Department
Posting Number 2022069CP

Position Information


Classification Title Admin Assistant 4
Classification Code 105H
RCW Exemption Criteria No Exemption
EWU Position Number C99089
CUPA Code No Match
FLSA Non-Exempt
Bargaining Unit BU 2
% Full Time 100
Salary / Wage Range CS - 46
Salary Information
The salary for this position is $45,708 (minimum).
Anticipated Start Date ASAP
Term of Appointment 12
Location Cheney, WA
County Spokane
Project Description
N/A
Project Duration N/A
Background Check Yes - Both
Responsible HR User Saundra Godin
Responsible HR User Email address [email protected]

Posting Text


Job Summary
  • Position reposted on 09/02/2022.


The College of Arts, Humanities, and Social Sciences invites applications for a full-time Administrative Assistant 4 to support its Fine and Performing Arts Department, which includes the programs of Art, Film, Music, and Theatre.
This is a 100% full-time Administrative Assistant 4 position that will serve as the executive assistant on administrative matters in support of the Chair, Program Directors, faculty, and students of the Department of Fine and Performing Arts on Eastern Washington University’s Cheney campus. This position will perform higher-level administrative duties of a substantive nature that have been delegated to the position to perform. The position is located on Eastern Washington University’s Cheney campus.
This position reports directly to the Department Chair and is expected to exercise independent judgment in interpreting and applying rules and regulations to resolve problems, advise faculty and staff regarding applicable policies and procedures, and recommend alternative courses of action. Position serves as a resource for the department and ensures work of position and department staff are in conformance with regulations, policies, and standards. The candidate selected for this position will interact frequently with cross-campus faculty, staff, students, college administration, other departments at EWU, and outside entities.
See Job Duties section for complete list of responsibilities.
The candidate selected for this position will be rewarded with competitive compensation and a comprehensive benefits package which includes highly subsidized health/dental plans, retirement plan with 100% university match, generous paid vacation and sick leave, 12 paid holidays (adjusted accordingly), tuition waiver benefit and more!
EWU expands opportunities for personal transformation through excellence in learning.
Applications will be accepted until further notice and screening of applications will begin September 19, 2022. All materials will be held in strictest confidence; references will not be contacted until candidates have been notified.
About Eastern Washington University
Eastern Washington University, a regional, comprehensive public university with an enrollment of over 10,000 students, is one of six state-funded four-year institutions of higher education in Washington, each governed by its own board of trustees. EWU’s 300-acre main campus is located in Cheney, a community of 12,000 residents 16 miles southwest of Washington’s second largest city, Spokane. Eastern also offers programs in downtown Spokane at the innovative, energy-efficient Catalyst building and at Riverpoint, a campus shared with Washington State University. In addition, EWU programs can be found at select locations throughout the state, aligned with the needs of the community. Eastern contributes to the vitality of the region and the state through its wide array of bachelor’s and master’s degrees in over 100 fields of study, as well as applied doctorates in physical therapy and educational leadership, offering accessible pathways to career success and personal development to students of all socioeconomic and cultural backgrounds.
Tribal Land Acknowledgement
Eastern Washington University resides within the traditional homelands of the Spokane People and other tribes who are connected through their shared history of this region. This land holds their cultural DNA and it is their Ancestors who are here and bring forth the knowledge of this place—the knowledge that comes from the land.
Diversity Statement
EWU does not discriminate in its programs and activities on the basis of race, color, creed, religion, national origin, citizenship or immigration status, sex, pregnancy, sexual orientation, gender identity/expression, genetic information, age, marital status, families with children, protected veteran or military status, HIV or hepatitis C, status as a mother breastfeeding her child, or the presence of any sensory, mental, or physical disability or the use of a trained guide dog or service animal by a person with a disability, as provided for and to the extent required by state and federal laws.
Conditions of 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, 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.
This position is covered by the Washington Federation of State Employees’ Collective Bargaining Agreement.
Physical Demands
None anticipated.
Optional: Contact Saundra Godin in Human Resource Services at [email protected] to obtain a copy of the Essential Functions Analysis which will describe conditions of employment, such as physical and mental demands.
Pre-Placement Physical No
Hearing Test No
Medical Monitoring Post Hire No
Protective Equipment
Required Qualifications
  • Bachelor’s degree
  • Minimum three (3) years of progressively responsible administrative work experience; experience must demonstrate abilities in all the following areas:
    • Work is beyond entry level tasks, and which is characterized by complexity, overlapping deadlines, and independent responsibility for outcomes
    • Communicate clearly and accurately, verbally and in writing, with a broad range of individuals at different levels of a large, complex organization
    • Effectively manage and track details of projects, priorities, and deadlines
    • Excellent planning and organizational skills
    • Effectively work both independently and as a member of a team
    • Handle projects independently, with absolute confidentiality and sensitivity to policies and procedures
    • Provide administrative support, initiate, and coordinate activities and follow up on related details
    • Proven attention to detail and accuracy, ability to multi-task and manage deadlines

  • Minimum two (2) years of experience with budgetary functions to include: management and reconciliation, reporting, and analysis
  • Advanced skills in computer technology and software, including all the following:
    • MS Office Suite to include advanced skills/experience using Excel
    • Experience using large data information systems and databases
    • Ability to manage and update school website, applications, and social networking tools as needed
  • Demonstrated experience involving the performance of programmatic and administrative assignments
  • 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
Preferred Qualifications
Preference may be given to candidates who offer one or more of the following:
  • Two or more years full time work experience in higher education in an administrative support role performing duties beyond entry level work
  • Knowledge of software programs commonly used in academic settings such as Canvas, EagleNet, and Banner
  • Experience using Google Suite and WordPress
  • Knowledge of practices in education or fine and performing arts settings
  • Substantial knowledge of regulations, rules, policies and procedures, processes, materials and/or equipment related to the administration of an academic department
  • Work experience demonstrating the coordination of academic program policies and procedures for all students, staff, and faculty in a fine and performing arts department
  • Supervisory experience
Other Skills and Abilities
  • Flexibility
  • Collaboration
  • Communication
  • Teamwork
  • Time Management
  • Attention to Detail
Work Schedule Type Regular
Work Schedule
Typically 8am – 5pm, Monday through Friday, but may be required to work evenings and/or weekends to fulfill special projects such as receptions and Commencement.
Posting Date 09/02/2022
Open Until Further Notice Yes
Closing Date
Screening to Begin 09/19/2022
Special Instructions to Applicants
It is strongly recommended that you print a copy of these instructions and the position posting
before you begin to complete the online application, as the instructions will not be viewable once you begin the application process.
Submit your application materials through our online faculty applications portal located here: https://jobs.hr.ewu.edu. If you are unable to submit through the applicant portal, please contact Human Resource Services at (509) 359-2381. Position is open until further notice; screening will begin September 19, 2022. All materials will be held in strictest confidence; references will not be contacted until candidates have been notified.
Required documentation includes all of the items listed below.
  • Attach a detailed cover letter in which you explain how you meet each of the required qualifications [and preferred qualifications, if applicable]. It is preferred that you provide that information in a bulleted list or within a table within your cover letter.
  • Attach a chronological resume including work history and major duties, education, and any specialized training or skills related to the position. List at least 3 professional references including: names, titles, organization name, phone numbers, email addresses, and connection to you (these can be identical to the references listed on the application).
  • Complete the online application form and respond to the online questions, if applicable.
  • Diversity Response – As an equal opportunity employer with a multicultural staff and student population, we are interested in how your qualifications prepare you to work with diverse faculty, staff, and student populations representing various cultures and backgrounds that may be different from your own. You will be asked to attach a diversity response as part of the online application process: Please describe how you will apply an approach that is supportive to the diverse needs, including universal access, of our students, faculty, staff, and the public.


    • Additional optional links: if you have additional documents that serve as evidence of how you meet the qualifications, you may upload those items to the optional links labeled Other Document #1 and Other Document #2.
    Application Types Accepted Application

    Job Duties


    % of Time 20
    Responsibility / Duty
    Assistant to the Department Chair and Program Directors
    • Coordinate and supervise administrative tasks, including special projects
    • Prepare agendas and minutes for department meetings
    • Develop processes and use systems for collection and analysis of data, including assessment, ongoing program review, and accreditation data
    • Prepare and provide reports as assigned/requested
    • Plan and organize FPA events, such as retreats and end-of-year activities
    • Evaluate administrative or procedural problems, and recommend solutions to chair
    • Utilize delegated authority to make and implement plans, decisions, and commitments related to management policies and business operations
    • Represent the chair at meetings as delegated by the chair
    • Interpret university, college, and department policies
    • Assist the Chair on accreditation documents, communication, and data reports
    • Other Assistant to the Department Chair and Program Director duties as assigned
    Essential Function Indicator Yes
    % of Time 25
    Responsibility / Duty
    Office/Program Management
    • Develop and implement office procedures, policies, and systems
    • Independently manage complex projects (e.g., operationalize a new program and issues, determine steps to completion, and successfully implement them)
    • Interview, select, supervise, and train office staff in collaboration with the Chair. Evaluate staff and initiate corrective action when necessary
    • Assign and review work performed by student workers
    • Use computer, word processing, and spreadsheet software
    • Operate office equipment incidental to secretarial duties
    • Copier and printer maintenance and loading (ink/paper)
    • Field department communications such as email, telephone, and voicemail
    • Perform reception duties to receive, screen, announce, and refer students and visitors
    • Provide information about department programs, as requested
    • Screen, distribute, and route daily mail
    • Monitor deliveries and orders to ensure all items are received
    • Create, process, and maintain Prox-card database
    • Prepare class schedules and room requests in university scheduling system. Monitor and maintain department equipment and materials inventory
    • Manage purchasing of equipment and supplies. Process textbook and equipment requests
    • Design, maintain, and upgrade department filing system including general office files, assessment, accreditation, travel documents, and textbooks
    • Exercise independent judgment and decision-making skills to resolve problems
    • Develop and maintain documentation and databases to facilitate ongoing operations and special projects
    • Maintain program files, student records, faculty records, communication records, and contracts. Purge material according to State and University Records Retention Schedule
    • Maintain the Fine and Performing Arts Department websites
    • Work with college marketing coordinator to design and maintain current recruitment/marketing materials in collaboration with the chair and marketing and communications department
    • Work with college marketing coordinator to ensure that electronic and print communications offer consistent messages
    • Represent the Fine and Performing Arts Department at University admissions and recruiting events
    • Other Office/Program Management duties as assigned
    Essential Function Indicator Yes
    % of Time 20
    Responsibility / Duty
    Student and Faculty Support
    • Prepare and send new student letters
    • Provide assistance with scholarship award notifications in the form of printing address labels and delivery
    • Check out lockers to students and check them in at end of year, as applicable
    • Provide forms and assist students in completing forms, such as Major Declaration forms, key card forms, etc., as requested
    • Relay instructions to student and non-student employees. Monitor payroll records for student workers, ensuring timely submission of staff time sheets
    • Coordinate scheduling of models for drawing and other studio courses
    • Schedule and post computer lab hours and student workers to act as lab attendants.
    • Coordinate new faculty orientation and set up (office, email, HR, etc.)
    • Track the professional development expenditures of individual faculty members
    • Arrange travel for faculty to attend meetings, conferences, etc.
    • Prepare travel authorizations and justifications for special travel-related exemptions
    • Elicit from faculty information needed to purchase textbooks for courses; prepare and submit textbook requests to University Bookstore
    • Other Student and Faculty Support duties as assigned
    Essential Function Indicator Yes
    % of Time 25
    Responsibility / Duty
    Budget Management
    • Advise chair and faculty in budget and resource planning
    • Establish and manage equipment maintenance and replacement plans in cooperation with faculty. Arrange for the repair of office equipment, when necessary
    • Arrange maintenance services for all studios/studio courses and the art gallery
    • Prepare fiscal summaries for the chair on an ongoing basis
    • Obtain price quotes from vendors for supplies
    • Prepare purchasing documents such as purchase requisitions, contracts, service agreements, invoice vouchers and ensure attachment of necessary documentation
    • Place orders for office, department, and lab supplies
    • Assist with purchases for program-specific items such as reeds, mouth pieces, strings, microphones, recording equipment, music scores, etc.
    • Input data into electronic bookkeeping system and maintain fiscal records
    • Track and reconcile budget expenditures from department accounts
    • Track and reconcile procurement card purchases to include in monthly report, and file monthly budget reports, including state, ASEWU, and Foundation budgets
    • Manage and maintain course fee information
    • Prepare and manage travel for faculty and staff
    • Allocate travel expenses to appropriate budgets; reconcile Central Travel Account (CTA) card and ensure accuracy of coded expenses as well as maintaining purchasing records
    • Other Budget Management duties as assigned
    Essential Function Indicator Yes
    % of Time 10
    Responsibility / Duty
    Clerical Support Related to the Public Performance Program, Art Gallery
    • Assist in the coordination of department events
    • Prepare and send bulk communication, as needed
    • Open and close the exhibitions in the art gallery daily
    • Assist with the KEWU Pledge Drive
    • Prepare Service Agreements for guest artists, clinicians, performers, master classes, etc.
    • Use 25 Live to schedule all recitals, concerts, rehearsals, clinics, festivals, and classes that take place in the Arts Complex. Keep the Recital Hall, EWU Theatre, and EWU Art Gallery Calendar up to date with exhibitions, performances, rehearsals, concerts, master classes, applied lessons, ensemble rehearsals, etc.
    • Notify Scheduling of weekend and off-hour events to request building openings and closings
    • Support any festivals and camps: maintain records of who attends camps and events, track any payments, print name tags, etc.
    • Other Public Performance Program and gallery duties as assigned.
    Essential Function Indicator Yes

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