Admin Assistant II

MINIMUM QUALIFICATIONS - Two (2) full time years (4160 hours) of administrative assistant experience in an office setting OR A combination of education and administrative assistant experience equal to 2 years.

This is a 9-month, 40 hour a week position that supports the departments of English and Performing Arts-Music. The total student count is approximately 96, with 24 full-time and 10 part-time faculty. The administrative assistant works with faculty, staff and students in facilitating the department and divisions work.

This position is eligible for medical, dental, vision, state paid short term and optional long term disability, state paid life insurance and optional life insurance as well as paid accrued annual and sick leave, and other college provided benefits.

Job Description:

Primary Job Duties

A. Duty: Departmental Administrative Support- 25%

Brief Duty Description: Serves as the central communication point for sharing information among division/departmental faculty, staff and prospective and current students. Answers incoming calls, voice, and email messages, and provides support to students, faculty and visitors, directing people to other offices as needed and providing information about faculty office hours, class schedules, advising, registration, department majors and minors, scholarship information, room locations etc. Compose and send correspondence via email, interoffice mail and off-campus mail. Sorts and distributes mail. Assists with collecting and delivering mail during summer months. Oversees operation and maintenance of department office equipment including contacting IT for problems with phones, computers, printers etc., submitting work orders to Physical Plant Services for maintenance and repairs for any department buildings and following up on submitted orders to ensure completion. Maintains program reception area. Keeps department office neat and orderly which may include cleaning surfaces, emptying recycle baskets or dusting (if these services are not being provided by Physical Plant Services cleaning crews). Manage department bulletin boards or content for digital displays if appropriate. Manage departmental websites, social media, newsletters, or blogs as needed. Process and maintain locker assignments, and locks for student lockers (if applicable to department). Chairs and/or Associate Deans may assign other duties as needed to meet the ever-changing demand of the College.

Provide specific examples of regular, ongoing decisions made by this position related to this duty.

• Prioritize on a daily basis the needs for the department for the day, determining what needs to be handled immediately and what can be put aside for later follow-up.
• Determines where to send students, faculty and visitors.
• Determines what needs to be updated on department bulletin boards, listservs, digital displays, social media etc.
• Determine which students need a locker and update locker assignment listing (if applicable to department).

In performing this duty, provide examples of typical problems or challenges encountered by this position, and the guidance used to resolve the problem.

• Student cannot locate instructor and needs to speak with him/her; incumbent has schedules for instructors, looks up schedule and gives student office hours of instructor.
• Student asks to be let into a lab or classroom that is locked and must remain locked due to expensive equipment in classroom areas. Incumbent advises student that instructor or lab assistant is the only one that can allow them into that area or they must have a note from instructor allowing access.
• Parent may call requesting information about their student. Incumbent may not be able to give out certain information verbally or by mail or email according to FERPA. Reference to online FERPA training module or calls to the Registrar’s Office can provide assistance.
• Students may forget or lose their locker combination. Incumbent checks locker assignment spreadsheet and provides student with combination.
• Students are sent an email at the end of the term explaining that they need to clean out their locker. Incumbent checks each locker to ensure they were cleaned and emptied. Any personal belongings left behind are boxed and the student sent an email. Locker damage is noted and information is given to department Chair.

B. Duty: Faculty Administrative Support- 15%

Brief Duty Description: Assists faculty with document preparation and photocopying, deadline reminders, and record keeping. Arrange and schedule meetings between prospective students, parents and program personnel. Arrange and schedule committee, group academic advising sessions for students or faculty meetings including scheduling rooms, refreshment and any special equipment as needed. Works with Advising/Registrar’s Office and Department Chair to assign Faculty Advisors for upper level students (60+ credit hours). Assists with meeting preparation (i.e., compile statistics, print spreadsheets, copy handouts). Assists Chair or Associated Dean with assigning office space to new faculty, including key issuance and computer/phone technology set-up. Train new faculty to utilize email, phone, listserv, Workday, etc. Provide support for new faculty learning to navigate Workday. Assist with annual student/staff/faculty awards and/or scholarships (i.e., announce award nominations/scholarship opportunities, organize the submitted nominations/applications for review, notify the winners, create and prepare the framed awards). Gather and submit textbook orders.

Provide specific examples of regular, ongoing decisions made by this position related to this duty.

• Determines the needs and equipment needed for new faculty based on the office assigned.
• Determines amount and type of refreshments needed for events.
• Determines room scheduling through 25Live Pro and then submits requests through Facilities Scheduling, or consult with Event Services.

In performing this duty, provide examples of typical problems or challenges encountered by this position, and the guidance used to resolve the problem.

• Coordination of office, equipment and keys for new faculty can be challenging if all paperwork has not been submitted to Human Resources. Incumbent must follow up to make sure Workday hiring is complete in order to issue keys and office assignments. Requests for equipment that is not standard and requires approval from the chair. Human Resources webpage is referenced for required forms, IT webpage is used as a reference for computer access along with PPS webpage for key issuance, work order requests to move furniture, etc.
• When hiring adjuncts, they may not have office space and then it becomes a problem when students are looking to speak to them or call them. Incumbent takes the messages and tries to help student locate instructor.

C. Duty: Budget, Procurement Cards, Reallocation & Travel Arrangements- 30%

Brief Duty Description: Generate and review monthly division/departmental budget(s) reports using Workday, sharing any concerns with the department Chair and SOAS Office Manager. Monitor departmental budget(s) by overseeing purchases and travel requests; process budget related forms (i.e., transfer of funds, purchase orders, requisitions, spend authorizations, expense reports, motor vehicle requests, faculty development and student research grants). Process Supplier Invoice Requests for Supplier payments. Allocate personal p-card and faculty p-card transactions weekly (if possible), following up with faculty on any outstanding bills, receipts, etc., ensuring that all departmental spending is reconciled by fiscal year end by working in conjunction with Accounts Payable and the Budget Office. If Dean or Provost are covering certain expenses, this position will contact their offices concerning reimbursements to the department(s).

Provide specific examples of regular, ongoing decisions made by this position related to this duty.

• Order office supplies as needed through Amazon, Office Depot, and other outside vendors using p-card.
• Decide if more information is needed from faculty before submitting final expense report(s) for spend authorizations.
• Determine what Ledger and Spend Category should be used when charging a Cost Center or Program for items.

In performing this duty, provide examples of typical problems or challenges encountered by this position, and the guidance used to resolve the problem.

• Allocating Workday p-card transactions can be difficult when faculty or staff do not turn in receipts. Incumbent must track down p-card holder and request receipts and require them to produce a duplicate.
• Faculty make purchases and then don’t have the funds to cover them. Notify the department Chair and they will decide if the department will cover or if the order will be canceled or paid for personally.
• P-cards don’t work in all situations. Calls to the credit card company and/or Purchasing department must be made.
• WUtilizes Fort Lewis Policy & Procedures, Procurement Card Manual, Purchasing & Travel Office website, Budget Office personnel, Academic Spending Procedure Manual and website and Accounts Payable Office.

D. Duty: Student Worker Supervision- 5%

Brief Duty Description: Supervise 1 or more student workers including hiring through Workday, training and evaluating their performance. Initiates hiring students into Student Institutional Employee positions in Workday, or creating positions under the appropriate Supervisory Organizations before hiring. Works with Financial Aid to see if students qualify for Work Study, and ensures that costing allocations or default organizations are correct. Ensure that students remember to report their time in Workday on time and correctly on a weekly basis, especially prior to breaks and end of the semester. Reconciles Student Hourly labor monthly to ensure that students are being paid out of the correct Cost Center, Program, or Grant.

Provide specific examples of regular, ongoing decisions made by this position related to this duty.

• Interviews and makes hiring decisions for student workers.
• Determines student worker schedules in conjunction with their class schedules.
• Determines duties/responsibilities according to individual skills/abilities.
• Determines if time submitted by the student worker is correct or if it needs to be sent back to the student for correction via Workday.

In performing this duty, provide examples of typical problems or challenges encountered by this position, and the guidance used to resolve the problem.

• Students often forget to submit their timesheets on time and may already have left campus for break. Due diligence is needed to contact the student via phone and/or email to ensure they submit their timesheets in Workday in order to be paid.
• Some students fail to show up for work. Position must then determine if this is a scheduling error or in some cases, the student will need to be dismissed.

E. Duty: Faculty Search Support & Records- 15%

Brief Duty Description: Maintains records of required current faculty certifications, current CV’s and competencies Assists with faculty searches: Places advertisements for position vacancies. Create and update faculty candidate files as application materials are received. Generates spreadsheet with candidate contact information. Handle candidate travel arrangements (flight, hotel, meals). Compile data from Search Committee reviews of candidate files. Develop and distribute two-day itinerary for candidate interview/campus visit. Maintains record of employment inquiries and applications. Initiate expense reports for all reimbursements via Candidate Profiles in Workday. Compile all expenditures and submit Expense Reports through Candidat profiles to be paid out of PRV Faculty Recruting PG. Assist Adjunct faculty in applying in Workday and hiring them into vacant adjunct positions. Once approved, submitting Period Activity Pay for the Adjunct faculty member in Workday

Provide specific examples of regular, ongoing decisions made by this position related to this duty.

• Evaluates status of individual applications and determines when and if additional communication with search applicants regarding their application files is appropriate.
• Determine where the best place for lodging is according to season.
• Determines best travel arrangements for candidate.

In performing this duty, provide examples of typical problems or challenges encountered by this position, and the guidance used to resolve the problem.

• Airfare receipt was not provided to Admin before search finalist departed Durango and they are not responding via email/phone communications. Incumbent must track down candidate and request paperwork trail so that reimbursement can be completed. If unable to resolve, incumbent must notify Chair.
• Search committee members may not be turning in itemized receipts from dinners or food purchases. Incumbent must call restaurant and request a new receipt.

F. Duty: Prospective, Current & Alumni Student Relations- 5%

Brief Duty Description: Tracks total number of students in each department major that position supports. Maintains listservs. Collects, organizes and reports data regarding enrollment and retention of program students; including internal data and in some departments, data from comparison institution and programs. Assists in division/departmental recruiting activities, which may include on-campus events, development and dissemination of recruitment materials, processing and tracking of scholarships, and other recruiting-related duties as assigned by the department Chair(s). Serves current students by controlling instrument/equipment inventories, student locker assignments (if department has access to), student payroll for special events, and student travel for conference and recruiting purposes.

Provide specific examples of regular, ongoing decisions made by this position related to this duty.

• Determines best method to pull and sort data for data mining depending on faculty and chair requests for information utilizing Excel Enrollment Reports, Analytics, and Workday.
• Determines priorities of tasks based on requests and deadlines.

In performing this duty, provide examples of typical problems or challenges encountered by this position, and the guidance used to resolve the problem.

• May need to get with IT to gain access to the appropriate listservs.
• Will work with Chair and/or Associate Dean to determine which events will be held each semester.

G. Duty: Lab and Field Trip Support - 5%

Brief Duty Description: Provides support to the Division/Departmental labs (if applicable to department) by helping the Lab Coordinator order lab supplies. If necessary, also assists faculty to schedule lab access. Assists faculty when applicable with reimbursement for field trip expenses and spend authorizations. Coordinates FLC transportation for field trips when asked. Keeps and files emergency documents and itinerary for field trips.

Provide specific examples of regular, ongoing decisions made by this position related to this duty.

• Keeps a physical and/or digital folder of release/liability forms from students for field trips. Link to Off-Campus Activity waiver is on the FLC Travel Webpage.
• Keeps field trip itinerary for emergency purposes
• Reimbursement and Expenses go through this position.

In performing this duty, provide examples of typical problems or challenges encountered by this position, and the guidance used to resolve the problem.

• There may be an emergency issue during a field trip where contacts of the students need to be reached. This position will have access to emergency plans, rosters, and trip itineraries to get to the proper Administrator to make those contacts. SOAS Office Manager has record of all Off-Campus Activity Waivers.

MINIMUM QUALIFICATIONS:

Experience Only: Two (2) years of relevant experience in an occupation related to the work assigned to this position OR Education and Experience: A combination of related education and/or relevant experience in an occupation related to the work assigned equal to two (2) year. (Please list in your resume months and years at each relevant job and hours worked per week in that position.)

PREFERRED QUALIFICATIONS

• Administrative Assistant Experience in higher education
• Workday, Banner or other higher education student database system experience
• Experience managing multiple department budgets
• Procurement Card transaction and reconciliation experience
• Office 365 experience

REQUIRED COMPETENCIES

• Work experience with diverse audiences and under-represented groups (Please include within your application materials a separate statement of how your work experience demionstrated that you have worked successfully with diverse audiences and people from under-represented groups. In your responses, please be sure to include specific examples and the duration of time performing these duties.)
• Active listening skills
• Critical thinking skills
• Analytical, investigate and problem solving skills
• Accurate data entry and database skills
• Strong customer service skills
• Strong interpersonal skills
• Attention to detail
• Reading, writing and oral comprehension
• Written and oral expression skills
• Ability to work independently and as part of a team
• Ability to effectively manage multiple priorities and meet objectives and deadlines

CONDITIONS OF EMPLOYMENT

A final job offer is contingent upon the satisfactory completion of a criminal background check. All background checks will be conducted in accordance with Fort Lewis College policy.