This position serves as the administrative support/office management for the Residence Life Office/Orientation Program and assists the Executive Director of Housing and Residence Life, Director of Residence Life, Director of Orientation and Transition Programs, and 9 Coordinators, and 100+ student staff as needed. This position oversees the scheduling, and supervision of the Wellington Event Center, as well as coordinates technical support and room-set up support for this space. This position oversees comprehensive security and management of the mail delivery/package system for residential students. This position supervises 5-7 students throughout the year for customer service with packages, Wellington Event Center room set up and technical support, and general housing and orientation issues/inquiries.
Office Support: - Manages interface with the public such as telephone traffic, student office traffic, campus staff communication and general public inquiries with help of student staff. Primary topics are Residence Life, Package, Scheduling and Orientation inquires; - Serves as the primary support for Orientation registration database work; - Reviews, evaluates, and recommends changes of policies and operating procedures related to general office functions; - Designs procedures to facilitate flow of office work between units and to various subdivisions of agency; - Composes, edits and proofreads memos, correspondence, policies, procedures, report, and other documents; - Coordinates departmental mailings and delegates assignments of delivery including some delegation of job duties; - Reviews publications and contracts for problems and updates and makes recommendations for changes;
Administrative Support: - Maintains calendars for the Executive Director of Housing and Residence Life, Director of Residence Life, Director of Orientation and Transition Programs, and 9 Coordinators; schedules appointments, arranges meetings, and takes minutes at specified meetings; - Assists the Executive Directors and Directors with routine correspondence, report preparation, special projects, publications, and other documentation; - Maintains files and records in administrative area. Supervises tracking of dated material, correspondence and pending files and assists with record retention policies; - Supervises transportation requests, including use of pool and department automobiles for the professional staff/candidates within the Residence Life Office; - Serves as a back-up to Fiscal Analyst for office supply ordering; - Serves as the main admin support for department travel for student and professional staff.
Wellington Event Center Program Support: - Supervises, trains, and coordinates the scheduling, staffing, set up, and take down of events in Wellington Event Center. This includes coordinating with multiple offices regarding custodial, maintenance/facility needs, and audio/visual support; - Serves as main contact with each organizer using the event center to meet all of their requests and needs of the space; - Serves as the primary contact for inquiries regarding reserving the Wellington Event Center and room set ups. Will communicate with Scheduling Center on approvals to be updated in the University scheduling calendar; - Designs forms and prepares policy related to events; - Assist when needed with set-up and take-down for events.
Departmental Mail/Residential Packages Program support: - Coordinates year round operations including the receiving, logging, staffing, audit and distribution of packages received from private delivery companies to the Residence Life Office for distribution to students living on campus; this includes confirming student receipt of package (approximately 45,000 annually, with 10% annual increase); - Coordinates the distribution of Residence Life Staff Mail in the RL Office; - Approves all materials with assistance from the Director of Residence Life for those materials being distributed into the Residence Halls prior to distribution; - Assist the University mail room staff with returning undeliverable mail to the University mail room.
Supervisor Duties: - Supervise 5-7 student employees including hiring, establishing job performance standards, evaluating job performance, taking corrective action, training, assigning and scheduling work, and acting upon leave requests; - Supervise and establish job performance standards for at least 2 Student Leads for (1) package room, and (1) Wellington Event Center. Includes evaluating job performance, taking corrective action, training, assigning and scheduling work and acting upon leave requests; - Ensures up to 55+ hours a week of office/package room/event center coverage; - Oversee tracking of student staff applications and hiring processes; maintains residence life staff roster; - Actively engage in recruitment and hiring new full-time and student employees; - Ensures employees have necessary resources; - Promotes professional development opportunities; - Develops and fosters supportive working relationships, motivation and engagement; - Communicates information to staff on an ongoing basis to influence staff engagement and to be a part of a larger community; - Recognizes and rewards employees for good performance; - Schedules employee work hours/shifts; monitor hours worked; approve payable time and absence requests; - Adjusts leadership style as needed to achieve results; - Recognizes value of and promotes diverse workforce. Values and encourages diverse perspectives, creativity and teamwork
Other Duties as Assigned
Progressive office support experience;
Proficiently use Word, Excel, e-mail and/or similar software applications to produce written correspondence, create and maintain spreadsheets, and receive and respond to e-mail inquiries, tasks, etc.;
Demonstrated experience providing excellent customer service to a variety of clientele such as students, parents, departments and outside agencies;
OR applicable combination of education and/or experience which demonstrates the ability to perform the essential functions of the position.
Bachelor's Degree in business admin or related field of study;
Any combination of experience in the following functional areas: University Housing, Residence Life, Event Scheduling Set up, Package center, Orientation or other related experience;
Experience working at an institution of higher education;
Experience working with PeopleSoft or similar Human Resource Information System;
Experience monitoring and reconciling budgets and fiscal operations such as: budgeting, payroll, travel, and purchasing and provide related reports.
Accountability/Dependability: Accepts responsibility for quality of own work; acknowledges and corrects mistakes. Shows up on time, meets standards, deadlines and work schedules.
Judgement: Makes timely, informed decisions. Analyzes options and determines appropriate course of action.
Teamwork: Promotes cooperation and mutual support to achieve goals. Encourages participation and mutual support.
Adaptability/Flexibility: Responds positively to changing business needs and responsibilities. Adapts approach and methods to achieve results; recovers quickly from setbacks and finds alternatives.
Commitment to Diversity: Recognizes the value of diversity and helps create environment that supports and embraces diversity.
Pay, Benefits, & Work Schedule
Salary: $3,054 /month with periodic increases up to $3985/month
Working Conditions: Work is performed in an office setting with frequent in-person interactions. It is essential to be able to meet the physical demands of remaining at a desk/computer work station for prolonged periods of time, using repetitive arm, hand and finger movements. Some stooping, kneeling, bending, crouching, lifting, walking, carrying or moving of objects and other movements may be required (as associated with event set-up and package delivery). Some evening or weekend work and/or occasional travel may be required. Employee may be required to work at any location on the CWU campus to which they are assigned.
Benefits : CWU offers a comprehensive benefits package including medical and dental insurance, retirement and optional savings plans, life and disability insurance, along with vacation and sick leave plans depending on employment classification. For additional information please visit: http://www.cwu.edu/hr/benefits-0
How To Apply
To apply for this position, you must complete the on-line application and attach:
A detailed cover letter clearly demonstrating how your education and experience: (a) meet the required (and, as applicable, preferred) qualifications, and (b) demonstrate the ability to perform the responsibilities as described by the posting;
Resume including work history, education, training; and
Contact information for three professional references.
Screening Begins: June 4, 2018
**Priority will be given to applications received by the screening date. Incomplete applications will not be considered.
Name: John Mounsey Title: Director, Orientation and Transition Programs Email: John.Mounsey@cwu.edu Phone: 509-963-1713 Website: Housing
Please contact Human Resources at email@example.com or 509-963-1202 if you require technical assistance with the on-line application process.
Conditions of Employment
Prior to employment, final candidate(s) will be required to submit to a background check. All information obtained through background investigations will be strictly confidential and revealed only to those required to have access.
Located in historic Ellensburg, Washington, Central Washington University is a public four-year university. Home to over 10,000 students, Central has a commitment to hands-on learning and discovery, which takes students beyond the limits of the classroom and books. Central prepares students to become well-educated citizens who are ready for high-demand careers in the workforce and offers over 150 undergraduate majors as well as graduate studies programs and research. To prepare and enable students to succeed in a global economy, Central partners with over 30 colleges and universities around the world.CWU is an Affirmative Action/Equal Opportunity Employer/Title IX/Veteran/Disability Employer.