Administrative Assistant II

16 hours ago

Lexington, United States Washington and Lee University Full time
Job Description:

The Administrative Assistant for the Division of Student Affairs is responsible for providing office and administrative support to various departments in the Division of Student Affairs, including the Vice President for Student Affairs and Dean of Students, Dean of Student Life, Greek Life, Leadership Development, Title IX and Disability Resources, Dean of Sophomores, and Dean of Juniors and Seniors. This position serves as one of two administrative assistant roles for the Division and interacts with administrators, faculty, students, parents, alumni and other internal and external constituents.

Washington and Lee University actively promotes a dynamic and inclusive environment that allows students and employees of multiple backgrounds, cultures, and perspectives to learn, work, and thrive together. Successful candidates will contribute to that environment and exhibit potential for excellence in their areas of expertise.

Essential Functions:
  • Duties include a variety of administrative functions including website and database management, record-keeping, preparing correspondence and documents, maintaining calendars, scheduling meetings and conferences, recording minutes of meetings, and generating routine and special reports.
  • Receives office visitors, answers telephone, sorts mail, and handles varied inquiries to the Division of Student Affairs. Assists in the handling of special requests or concerns from staff students, faculty, and the public, directing inquiries to senior staff members as appropriate.
  • Communicates effectively with students, prospective students, parents, faculty, staff, and the general public.
  • Coordinates initiates, prepares, and monitors various administrative, financial, and operations forms, records, reports, and other documents, ensuring timely and accurate processing of documents from student affairs and other departments.
  • Organizes and maintains departmental files and records, frequently involving cross-filing/cross-reference systems; assists in archiving of files.
  • Monitors budgets and expenditures as assigned. Processes monthly credit card expenses as assigned.
  • Assists with committee work, staff events, and helps coordinate event logistics for special events and projects, programs, and presentations.
  • Makes travel arrangements and prepares travel expense reports as needed.
  • Assists with various departmental and division publications. Prepares mailings when required.
  • Orders equipment, supplies and materials for the purpose of maintaining availability of essential items.
  • Reviews and analyzes daily work methods to determine progress and to revise procedures to expedite the smooth flow of work
  • Assists with implementing organizational policies and procedures.
  • Serves as back-up to other office support staff.
  • Other duties as assigned

Work Schedule: 8:30 am - 4:30 pm. This is a full-time, 12-month, 35-hour per week non-exempt position.

Minimum Qualifications:
  • A High school diploma or equivalent is required (Associate's Degree preferred)
  • Experience working in an administrative support role or a combination of education and experience which would provide a similar level of skill
  • Strong records maintenance skills
  • Proficiency, or the aptitude to acquire skills, in Microsoft Office Suite, Mac/Apple systems, Adobe Acrobat, Workday, and other applications applicable to the office
  • Ability to maintain confidentiality
  • Ability to communicate effectively, both orally and in writing

Application Instructions: Review of applications will begin on December 2, 2024, and continue until the position is filled. Please upload a resume and cover letter in your application. You will be asked to provide names and contact information for three professional references.

Position Type:
Non-Exempt, Full Time, Benefit Eligible

Minimum Pay:

$21.32 - Pay Commensurate with Experience

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