Program Assistant

Gonzaga University, United States

Updated: about 1 year ago

Location: Spokane, WASHINGTON

Deadline: ;

First Section

Who We Are	At Gonzaga we don’t just state our mission. We live it every day as a Catholic, Jesuit, and humanistic University. It is the reason we exist and the foundation for our purpose: educating students for lives of leadership and service. From students to faculty and staff members, everyone here knows what we stand for – and they know how valuable our mission is to the success of our institution. Our diverse selection of benefits is part of Gonzaga’s commitment to care for and meet the needs of our employees and their families. The University provides full-time employees in their first year: a PPO Medical plan administered by Premera Blue Cross, employer-paid dental programs through Delta Dental, vision coverage through VSP, employer-paid Life Insurance, and optional employee-paid Life Insurance through Lincoln Financial, TIAA 403(b) Retirement plan including free onsite financial planning and advising, Employee Assistance Program through Supportlinc, Zagfit Wellness program with access to GU’s onsite fitness center and Spokane Transit Authority (STA) bus passes. Additionally, full-time (40 hours per week) staff employees accrue 4 hours of sick time per pay period (pro-rated for less than 40 hours/week), vacation time starting at 5 hours per pay period (pro-rated for less than 40 hours/week) and 17 paid holidays. Additional benefits such as Long Term Disability and Tuition Waivers are available after the first year of employment. For more information, click here .
Position Title	Program Assistant
Posting Number	S1916P
Department	Engineering Dean's Office
Work Schedule	Standard Office Hours are Monday-Friday, 8am – 5pm
Employment Status	Regular
Temporary or Fixed-Term Assignment End Date
Hours per Week	40
Months per Year	12
Job Purpose	This position develops and maintains strong professional relationships and works collaboratively with a variety of internal and external stakeholders. Provides administrative and operational support to the Dean, Faculty, Staff and Students in the School of Engineering and Applied Science (SEAS). Serves as the first point of contact for the Dean’s office. Performs a wide range of complex administrative and budgetary duties in support of SEAS. Will provide direction and support to other administrative support staff and student employees.
Target Salary
Minimum Salary	19.90
Salary Midpoint	23.42
Maximum Salary	26.93

Essential Functions

Essential Function Category Title	Administrative Support
% of time for section	20
Function Details	Performs a wide range of advanced administrative duties and word processing of complex and/or confidential materials, requiring independent judgment and initiative on assignments that are sensitive in nature Perform complex word processing tasks such as merging and sorting, integrating text and graphics, and helping to generate direct mailings, forms, flyers, and other documents Plan, set-up, monitor, and tear-down of departmental events and meetings Maintains professional and accurate records including confidential reports and information, both in electronic and written format Scheduling of appointments, calendars, meetings, travel, and other events, including the procurement of logistical needs Maintaining and ordering supplies for the office and equipment

Essential Function Category Title	Operational & Budget Support
% of time for section	30%
Function Details	Procure items based on approved purchase requests Prepare, audit and process purchase requisitions, expense reports, invoices, contracts, credit card statements, and reimbursement requests Keep department budget ledgers and student club budgets Use spreadsheets and database software to create and maintain various budget and personnel records Receive, track, and distribute packages Primary point of contact for general issues in SEAS buildings Submits and monitors work orders for office and department members Coordinate office moves and move in procedures for new faculty members Request office keys and maintain key log for the department Schedule use of SEAS conference rooms, classrooms, and reception spaces Assist faculty and staff completing print shop requests

Essential Function Category Title	Customer Service
% of time for section	25%
Function Details	Arrive on time to open and close office for daily operations Welcome and greet all visitors with pleasant and professional demeanor Maintaining the reception area environment, to include aesthetics, tidiness, and appropriate decorum (behavior) Responding and proactively assisting with inquires on a multi-phoneline system and email communication in a timely manner Proactively works to facilitate communication between visitors and employees within the department. Resolves complex and escalated issues Coordinates signature and submission process for forms

Essential Function Category Title	Student Worker Training/Supervision
% of time for section	15%
Function Details	Process faculty requests for TAs and graders Assist with hiring, training, and supervision of student workers in the Dean’s Office Approve time sheets in coordination with faculty and staff supervisors Draft work study schedule for each semester and summer Approve work study students time-off requests Create and submit job postings for SEAS office aid positions

Other Functions

Other Functions	Act as a representative for SEAS as directed by supervisor Perform other duties as assigned by supervisor, Dean and Associate Dean

University Competencies

University Work Values	Promoting Excellence in Academic Endeavors and Professional Practice • Fostering intellectual depth, competence, reflection, and creativity in pursuing exemplary, rather than satisfactory, outcomes Sharing Responsibility for Mission Identity and Leadership • Making a personal commitment to learn about Gonzaga’s mission, discovering ways to contribute individually and collaboratively to our distinctive learning and research community Affirming a Commitment to Human Dignity • Engaging one another with profound respect, professionalism, and cura personalis while supporting one another’s continued learning, development, and maximizing of potential Advancing a Culture of Inclusiveness • Developing cultural fluencies and global awarenesses, and practicing habits that enable us to value, recruit, and support community members from historically underrepresented backgrounds Caring for Our Common Home and Integral Ecology • Growing ecological awareness of and respect for the interconnectedness of human and non-human life, and the need to develop and practice habits that are mutually beneficial to all life Cultivating Individual and Community Accountability • Demonstrating mutual commitment to our shared project by holding ourselves and others responsible for actions, expecting appropriate behavior, and aligning activities with ethical and professional standards

University Work Values

Promoting Excellence in Academic Endeavors and Professional Practice
• Fostering intellectual depth, competence, reflection, and creativity in pursuing exemplary, rather than satisfactory, outcomes
Sharing Responsibility for Mission Identity and Leadership
• Making a personal commitment to learn about Gonzaga’s mission, discovering ways to contribute individually and collaboratively to our distinctive learning and research community
Affirming a Commitment to Human Dignity
• Engaging one another with profound respect, professionalism, and cura personalis while supporting one another’s continued learning, development, and maximizing of potential
Advancing a Culture of Inclusiveness
• Developing cultural fluencies and global awarenesses, and practicing habits that enable us to value, recruit, and support community members from historically underrepresented backgrounds
Caring for Our Common Home and Integral Ecology
• Growing ecological awareness of and respect for the interconnectedness of human and non-human life, and the need to develop and practice habits that are mutually beneficial to all life
Cultivating Individual and Community Accountability
• Demonstrating mutual commitment to our shared project by holding ourselves and others responsible for actions, expecting appropriate behavior, and aligning activities with ethical and professional standards

Qualifications/Knowledge Required/Years Experience Required

Degree Required	HS diploma or GED
Certifications and/or Licensures required
Knowledge Required	Specialist Knowledge in field
Years Experience Required	1-2.99 years
Minimum Qualifications	HS diploma and one to two years’ experience in a progressive office support position Excellent verbal and written communication skills necessary to communicate job-related processes to internal and external customers Microsoft Word skills to include the ability to create reports, containing graphs and other intermediate functions (e.g. perform mail merge, insert table of contents) Microsoft teams skills to include the ability to upload, modify, and share permissions as needed Maintain composure in a fast-paced work environment Demonstrated ability to manage competing priorities with frequent interruptions Demonstrated ability to operate with a high level of confidentiality and discretion Demonstrated ability to accurately input data into various systems
Desired Qualifications	Bachelor’s degree from an accredited institution and one (1) year budget/accounting experience Microsoft Excel skills to include the ability to create spreadsheets (e.g. formulas, filters, graphs) Familiarity with Student Information Systems (SIS) such as Ellucian Banner Experience with room scheduling software such as EMS Working experience in higher education Knowledge of FERPA
Physical / Environmental Qualifications	Remain in a stationary position 75% of the time Wrist and hand movement related to computer work Bend, stoop, kneel, stretch and reach Pick-up, carry and move items up to 30 lbs.

Posting Detail Information

Open Date	01/10/2023
Close Date
Open Until Filled	Yes
Application Review Begins On	01/30/2023
Special Instructions to Applicants
EEO Statement	Gonzaga University is a Jesuit, Catholic, humanistic institution, and is therefore interested in candidates who will contribute to its distinctive mission. Gonzaga University is a committed EEO/AA employer and diversity candidates are encouraged to apply. All qualified applicants will receive consideration for employment without regard to their disability status and/or protected veteran status. Applicants with disabilities needing reasonable accommodations to complete the application or hiring process should contact Human Resources (509) 313-5996.
Clery Statement	Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics The safety of all members of the campus community is of vital concern to Gonzaga University. Information regarding crime prevention advice, the law enforcement authority of Campus Security, policies concerning the reporting of any crimes which occurred on the campus (and other specified locations), other security and safety-related policies, as well as the crime statistics for the most recent 3-year period may be found in the Campus Safety and Security Guide and Annual Fire Safety Report. The Gonzaga-In-Florence Safety & Security Guide is also available. A copy of the report can be found online at www.Gonzaga.edu/Clery . A paper copy of the Campus Safety & Security Guide and Annual Fire Safety Report or the Gonzaga-In-Florence Safety & Security Guide may be obtained by contacting the Student Development Office on main campus, College Hall 120. The Florence Guide may also be obtained on the Florence campus in room 105.

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