Answers phones, greets visitors, opens and distributes mail, complies with requests for information, forms, etc. Provides verbal and/or written responses to inquiries from students, parents, the public, employees, vendors, etc., regarding a variety of questions.
Edits, types, assembles, photocopies and distributes course-related work from typed and handwritten drafts. Assists administrators and faculty members with word processing, e-mail and other questions and problems.
Completes forms and documents. Prepares reports, presentations, mailings, etc. (including using word processing, electronic mail, desktop publishing, dictation, transcription, etc.), and/or modifies, maintains, or creates spreadsheets and databases for analyzing or managing data. May perform calculations and computations, including basic statistical and/or data analysis and account reconciliation. Reviews reports or budgets and compares to standards; identifies and documents variances.
Notifies colleagues of deadlines and coordinates class and room schedules.
Where appropriate, prepares and drafts correspondence on behalf of department, prepares documents or reports and/or researches administrative issues and provides analysis or summary. Produces correspondence following standard letter writing etiquette, reviewing drafts for grammar, spelling, punctuation and content.
Prepares and types highly confidential materials relating to promotion, tenure and third-year review.
Maintains and reconciles budgets for departmental, institutional or work unit accounts; monitors expenditures and performs simple analysis on accounts; prepares both special and recurring reports for supervisor and authorizes payments within prescribed limits; makes recommendations for purchases.
Develops and coordinates office processes. Maintains departmental files and records, following standards for length of file retention as posted by General Counsel. Maintains department webpage. Orders textbooks, desk copies and supplies.
Maintains calendar(s) for assigned staff, regularly prioritizing and arranging meetings, conferences and appointments; arranges necessary itineraries for visitors; anticipates and prepares background materials needed and manages receipts.
Coordinates searches for new hires. Works with Human Resources on all aspects of job posting, confirmation with candidates and final selection phases of process.
Serves as the departmental organizer for faculty candidates’ travel to Lexington. Books transportation, lodging, and meals, and produces itineraries for campus visits.
Serves as the primary organizer for small-scale departmental functions and related events (such as receptions, dinners, seminars, guest speaking engagements, poster sessions, and workshops).
Works with campus partners in facilities management and catering to coordinate meals, refreshments, and event set-up as needed. Partners with colleagues in ITS to ensure event technology support is provided when needed.
Partners with the director of experiential programming and the communications and programs associate to appropriately market events to faculty, students, and the local community. Examples may include distribution in campus notices and on university calendar.
Works with the business office and executive assistant to the Williams School dean on processing speaker honorariums and stipends when required.
Collaborates with the director of experiential programming to ensure all events and speakers are added to the master Williams School calendar.
Serves as the departmental organizer for individual faculty members’ travel, for example, booking airline tickets and rental cars to attend professional conferences.
Processes post-travel faculty paperwork, such as expense reports.
Coordinates with other Williams School administrative assistants to manage Williams School faculty and student needs (such as BizHub maintenance, final exams, and supplies) as determined by the department heads and associate dean.
Serves as an advocate for the department and program, becoming well integrated within the broader activities of the department and program and developing a good grasp of the department’s and program’s roles within the overall University mission and structure.
Supervises, monitors, or coordinates the activities of work-study students.
Other duties as assigned.
Plan and Coordinate - Realistically estimates the time required to accomplish tasks and keeps others informed of potential problems/delays. Takes appropriate steps to ensure that the University resources (e.g., workspace, equipment, tools, etc.) are in good working order. Makes an effort to ask questions to identify issues and solve work problems.
Technical Skills - Demonstrates a higher level of knowledge and understanding of a technical or specialty area and is able to apply it in daily work. Able to identify problems as they occur and takes appropriate steps to promptly solve or communicate them to supervisors. Consistently and carefully checks details of tasks and assignments to ensure quality and accuracy before routine reviews by supervisors.
Results Focused - Displays a level of comfort in exploring different work approaches, rather than the routine. Responds to requests in a timely fashion and keeps track of own progress towards goals and deadlines. Takes initiative to independently find solutions or improve approach when issues/problems are repeatedly encountered.
Communication and Relations - Able to clearly and concisely explain University policies and procedures to others. Able to write correspondences and summarize ideas or facts with few or no errors (within role requirements). Skilled at diffusing difficult situations independently and recognizes when issues/requests require special attention (e.g., confidentiality, supervisor review, etc.). Consistently acts on requests and suggestions in a positive and unbiased way.
Teamwork - Willingly shares information, materials and responsibility to contribute to and achieve work objectives. Seeks input of other work group members and encourages their participation and involvement. Makes an effort to help and actively support work group members in their tasks/assignments.
High school diploma plus three years of administrative support experience, or a combination of education and experience from which comparable skills are acquired. Associate’s degree preferred. Applicant must be proficient in typing and word-processing and know how to use Microsoft Office software extensively, including Word, Excel, Outlook, PowerPoint, Publisher, Access databases, and web composition applications. Must be able to learn new computer skills and software as needed. The applicant must have excellent proofreading, grammar and spelling skills.
Must be detail-oriented, have the ability to multi-task, and possess strong organizational skills. Must be a self-starter and have the ability to work independently, as well as to communicate and interact effectively in a professional, confidential, and courteous manner with faculty, staff and students. Demonstrated ability to handle confidential and sensitive information. Should be able to work with frequent interruptions and manage multiple projects, priorities and deadlines. A consistent record of attendance and punctuality is necessary. Previous experience in an academic setting preferred.
Fingering: Picking, pinching, typing or otherwise working, primarily with fingers rather than with whole hand or arm as in handling.
Grasping: Applying pressure to an object with the fingers and palm.
Repetitive motions: Making substantial movements (motions) of the wrists, hands, and/or fingers.
The worker is not substantially exposed to adverse environmental conditions (as in typical office or administrative work).
Types of Work:
Sedentary work: Exerting up to 10 pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects, including the human body. Sedentary work involves sitting most of the time. Jobs are sedentary if walking and standing are required only occasionally and all other sedentary criteria are met.
Please provide a resume, cover letter, and three professional references. Review of applications will begin August 7, 2019 and candidates will begin receiving notifications regarding their application status in mid-August.
Equal Employment Opportunity Statement
Washington and Lee is an Equal Opportunity Employer. As such, we are interested in candidates who are committed to high standards of scholarship, performance and professionalism and to the development of a campus climate that supports equality and diversity in our faculty, staff and student body. Job description requirements are representative, but not all?inclusive of the knowledge, skill, and abilities needed to successfully perform this job. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform essential functions.
Statement of Commitment to Diversity
Washington and Lee affirms that diverse perspectives and backgrounds enhance our community. We are committed to the recruitment, enrichment, and retention of students, faculty, and staff who embody many experiences, cultures, points of view, interests, and identities. As engaged citizens in a global and diverse society, we seek to advance a positive learning and working environment for all through open and substantive dialogue.
About Washington and Lee University
Washington and Lee University is an independent liberal arts university founded in 1749, named for an early benefactor (George Washington) and an innovative president (Robert E. Lee). The campus is a national historical landmark, the city offers small-town charm, and the Allegheny and Blue Ridge Mountains provide unparalleled surroundings. Students govern themselves in a community based on trust and honor. The faculty of teacher-scholars pursues a student-oriented approach to scholarship and nurtures lifelong relationships with the pupils. The curriculum blends traditional liberal arts and sciences with pre-professional programs in business, journalism and law. W&L prepares graduates for a life of learning, achievement, leadership, service and engaged citizenship in a global society.