Graduate Administrative Specialist

Updated: 3 months ago
Location: Spokane, WASHINGTON


Posted: 18-Nov-23

Location: Spokane, Washington

Type: Full-time

Salary: Open



Internal Number: 4801249

Graduate Administrative Specialist
Available Title(s):
105F-YN_CS_NPS - Administrative Assistant 2
Business Title:
Graduate Administrative Specialist
Employee Type:
Time Type:
Full time
Position Term:
12 Month
Position Details:
Summary of Duties:
The Graduate Administrative Specialist will be an integral member of the College of Nursing, (CON) as a delegated position representing the chairs of two new departments: The Advanced Practice and Community Based Care Department (APCBC) and the Nursing & Systems Science Department (NSS) to administratively guide graduate student through their final scholarly projects and dissertations for the Masters of Nursing, Doctor of Nurse Practitioner and PhD in Nursing programs.
The Graduate Administrative Specialist provides advanced administrative support and serves as a liaison for communication between the chairs of APCBC & NSS and faculty; facilitates faculty administrative responsibilities and coordinates departmental operations.
As an interface between the Dissertation or Final Project Chair and the graduate student, this position will guide students on the technical requirements and process for submission of the dissertations/final projects as per the WSU Graduate School and departmental policies and procedures. Throughout the writing process, the Graduate Administrative Specialist will provide guidance and editing to graduate students to free up the Dissertation Chair and faculty to focus on the research and content. Editing will include, but is not limited to, formatting, proofreading, and copy editing.
Utilizing graduate student databases, this position will monitor, track, maintain records and coordinate final projects and dissertations. They will communicate directly with students, faculty, and the department Chairs to ensure projects are completed timely and edited for grammar and consistency in structure and in the required Graduate School format, currently APA 7th edition.
The perfect person for this position will have personal initiative, self-motivation, and a results-oriented work ethic with the ability to work independently, seeking guidance as appropriate and be comfortable engaging with people and data alike.
If you have a keen interest in supporting the ever-important field of nursing to ensure the future of highly skilled nurses, scholars and educators; If you have a helping heart and love the idea of supporting graduate students to meet their academic and graduation requirements; If you are detail oriented and have experience with, or knowledge of APA style writing and databases; if you are pro-active and can see the big picture as you liaison between the needs of the department Chairs, faculty and students, we hope to see your application!
Essential Duties:

  • 50% Process Management - Graduate Student Dissertation and Final Project
  • 40% Department Operations & Administrative Support
  • 5% Data Collection and Reporting
  • 5% Other

Required Qualifications:One year of experience as an Administrative Assistant 1 OR a Bachelor's degree in business administration, public administration, or closely allied field and two years of responsible office experience at the senior clerical level or higher. Clerical or office work experience may be substituted for education on a year-for-year basis. Graduate study may substitute for experience on a year for year basis.
Additional Requirements:
  • Demonstrated professional technical writing skills to include proofreading, copy editing, reviewing grammar and punctuation, document formatting etc.,
  • Demonstrated familiarity and/or experience with American Psychological Association (APA) or other formal research paper formatting and citations.
  • Demonstrated intermediate to advanced proficiency with Excel or similar software organizing large amounts of data.
  • Demonstrated advanced proficiency Word skills or similar software.
  • Strong computer skills including familiarity and comfort with using Microsoft Office Outlook, PowerPoint and Google Docs or similar.
  • Demonstrated skills in managing multiple projects, events, organizing large amounts of data, independent task management, and attention to detail.
  • Demonstrated experience preparing written correspondence, reports, and/or presentations.
  • Demonstrated experience effectively handling confidential and sensitive information.
  • Demonstrated effective interpersonal skills and experience providing exemplary customer service.
  • Demonstrated ability to develop and maintain positive working relationships with a diverse clientele.
  • Willingness and ability to take on new assignments and learn new skills as required.
  • Willingness and ability to establish and maintain external relationships in person, via phone, and digital communications.
  • Willingness and ability to use and learn multiple software programs and online systems.
  • Skilled at Independent task management, and attention to detail.

Preferred Qualifications:
  • Bachelor's or Master's degree in business administration, public administration or a closely allied health field such as nursing, community health that required some research writing.
  • Experience developing, maintaining, and/or using computerized record systems and information management.
  • Experience providing complex administrative oversight and assistance to a senior administrator preferable in a higher education environment.
  • Experience managing schedules and travel arrangements.
  • Experience working in an academic environment.
  • Experience with Workday Enterprise Management System.
  • Knowledge of rules and regulations regarding FERPA and HIPAA.

Additional Information:
Area/College: College of Nursing
Department Name: Advanced Practice and Community Based Care (APCBC) and Nursing & Systems Science (NSS)
City, State, Zip: 99202-2131
Department Link: College of Nursing
Monthly Salary: $3,145 to S4,174, Step A-M, Range 37 | Successful candidates typically begin at the beginning of the salary range and receive scheduled salary increment increases in accordance with WAC 357-28. Step M is typically a longevity step.
WSU offers a comprehensive benefits package which includes: paid sick and vacation leave; paid holidays; medical, dental, life and disability insurance package for employees and dependents; retirement; deferred compensation and optional supplemental retirement accounts.
For a more detailed summary of benefits offered by WSU for classified staff visit: . Find total compensation here: .
Overtime Eligibility: This position is overtime-eligible.
FTE: 100%
This is a Permanent position.
Posting Close Date: Applicants must submit their completed application by Sunday, December 3, 2023 at 11:59 p.m.
Background Check: This position has been designated by the department to require a background check because it requires access to children or vulnerable adults as defined by RCW 74.34, engages in law enforcement, requires security clearance, interacts with WSU students in a counseling or advising capacity, has access to personal identifying and/or financial information, unsupervised access to university buildings/property, or other business-related need. A background check will not be completed until an initial determination of qualification for employment has been made.

Application Instructions:
Applicants must upload the following documents to their online application.
  • Resume (required)
  • Cover Letter (required)

External candidates, please upload all documents in the 'Resume/CV' section of your application. Internal candidates, please upload all documents in the 'Resume/Cover Letter' section of your application.
Documents may be submitted in one file or separate files. Applicants are encouraged to upload as a PDF if possible. Application materials should clearly communicate how the applicant meets all required qualifications and additional requirements.
Applicants will be requested to provide contact information for professional references within the online application.
WASHINGTON STATE UNIVERSITY IS AN EQUAL OPPORTUNITY/AFFIRMATIVE ACTION EDUCATOR AND EMPLOYER. Members of ethnic minorities, women, special disabled veterans, veterans of the Vietnam-era, recently separated veterans, and other protected veteran, persons of disability and/or persons age 40 and over are encouraged to apply.
WSU employs only U.S. citizens and lawfully authorized non-U.S. citizens. All new employees must show employment eligibility verification as required by the U.S. Citizenship and Immigration Services.
WSU is committed to providing access and reasonable accommodation in its services, programs, activities, education and employment for individuals with disabilities. To request disability accommodation in the application process, contact Human Resource Services: 509-335-4521 (v), Washington State TDD Relay Service: Voice Callers: 1-800-833-6384; TDD Callers: 1-800-833-6388, 509-335-1259(f), or [email protected] .
To apply, visit
Washington State University is an Equal Opportunity/Affirmative Action Educator and Employer.
Copyright 2022 Inc. All rights reserved.
Posted by the FREE value-added recruitment advertising agency

Create a Job Alert for Similar Jobs
About Washington State University
Washington State University is a public research university committed to its land-grant heritage and tradition of service to society. Washington State College was established in 1890 as a land-grant institution. It has become a distinguished public research university, but its mission remains rooted in accessibility and public service.For more than 130 years, we have strived to unlock possibilities by empowering students, faculty, and others to create a world where all people can thrive.In that spirit, our community welcomes scholars from around the globe and prioritizes equitable opportunities for all.
Connections working at Washington State University
More Jobs from This Employer
Return to Search Results

Similar Positions