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Administrative Assistant II

2 months ago

Detroit, United States Wayne State University Full time

Administrative Assistant II - CLAS, Dean's Office

Wayne State University is searching for an experiencedAdministrative Assistant II - CLAS, Dean's Officeat its Detroit campus location.

Wayne State is a premier, public, urban research university located in the heart of Detroit, Michigan where students from all backgrounds are offered a rich, high-quality education. Our deep-rooted commitment to excellence, collaboration, integrity, diversity and inclusion creates exceptional educational opportunities which prepare students for success in a global society.

Essential functions (job duties):

Plan and perform financial personnel, facilities and administrative activities to ensure operational activities are conducted responsibly and within established guidelines for a medium size department within a School, College, Division or Center/Institute of the University. Position duties required the application of highly specialized skills which can be acquired through a combination of job-related training and considerable on-the-job experience.

Monitor and reconcile detailed budgets for several general fund, designated, and restricted accounts. Review and verify budget revisions and expenditures. Prepare budget projections and plans and complete statistical reports on activities to keep administrative head apprised of financial status and operational activities of department.

Review and initiate non-academic and academic personnel forms and paperwork. Prepare, maintain and process personnel and payroll actions and records. Assure adequate staffing levels and regular payroll payments are attained. May possess signatory authority for unit.

Interview, select and evaluate non-exempt and temporary part-time support staff. Supervise, train and instruct them on methods and procedures. Provide direction to department employees on methods and procedures. Monitor workflow and staffing levels.

Plan and coordinate use of facilities which includes requests for building maintenance and repair services. Evaluate and maintain equipment inventory. Oversee departmental facilities and coordinate space inventory for department.

Conduct monitor and coordinate special projects as assigned. Prepare a wide array of statistical and administrative reports, summaries and questionnaires regarding department activities.

Represent the department and serve as liaison to outside individuals, professional groups and administrators to interpret administrative procedures and policies and to disseminate information on department activities.

Perform related work as assigned.

Unique duties:

This level requires highly specialized non-theoretical skills coupled with an in-depth understanding of program activities to assume responsibility for the administrative functioning of a medium size department in the University. Work activities demand the application of many procedures to differing situations and offer the incumbent latitude in determining the sequence in which these procedures should be applied. Situations may also require the search for new applications of procedures and the establishment of new priorities. Work assignments are somewhat complex and require an understanding of a specific discipline, such as accounting or business administration. Incumbents provide instruction and guidance to students, staff and the general public on the department's functioning and provide supervision to non-exempt department staff. Supervision, guidance and assistance is provided to department staff on administrative policies, procedures and functioning. Work assignments are performed independently and under the direction of an academic or administrative head, e.g. Dean, Director, Chairman, Program/Project Director or Manager. This classification is typically located in a department, School, College, Division, Center or Institute.

Qualifications:

Graduation from an accredited college or university supplemented by coursework in business administration, accounting or related field and/or an equivalent combination of education and/or experience.

Reasonable knowledge of accounting principles and bookkeeping procedures and applications.

Reasonable knowledge and experience with University academic and/or non-academic personnel processing procedures and practices.

Some knowledge of University administrative systems, including FMS/BAR, HRMS, PPS, GBS, and ATS.

Some knowledge of and experience with PC and computer based applications and local area network technologies.

Reasonable knowledge of and experience with University policies and procedures.

Some supervisory experience required.

Ability to communicate effectively with others.

Strong analytic and problem solving skills.

Ability to establish and meet deadlines, work under extreme pressure and function independently.

Typically, incumbents have held staff support positions, e.g. Administrative Assistant, Accounting Specialist, Personnel Specialist, etc.

School/College/Division:

H12 - College of Liberal Arts & Science

Primary department:

H1202 - CLAS Dean's Office

Employment type:

  • Regular Employee

  • Job type: Full Time

  • Job category: Staff/Administrative

Funding/salary information:

  • Compensation type: Annual Salary

  • Salary minimum: $47,866

  • Salary hire maximum: $57,441

Working conditions:

This position is covered under the collective bargaining agreement between WSU and the WSU Chapter of the American Association of University Professors, which contains and settles all matters with respect to wages, benefits, hours and other terms and conditions of employment.

Job openings:

  • Number of openings: 1

Background check requirements:

University policy requires certain persons who are offered employment to undergo a background check, including a criminal history check, before starting work. If you are offered employment, the university will inform you if a background check is required.

Equal employment opportunity statement:

Wayne State University provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability or genetics. The university encourages applications from women, people of color and other underrepresented people. Wayne State is an affirmative action/equal opportunity employer.