Job Information
Washington State University Academic Administrative Assistant in Pullman, Washington
Academic Administrative Assistant
Available Title(s):
105G-YNCSNPS - Administrative Assistant 3
Business Title:
Academic Administrative Assistant
Employee Type:
Classified
Time Type:
Full time
Position Term:
12 Month
Position Details:
Summary of Duties
As the Academic Administrative Assistant, you provide comprehensive support for planning, organizing, and maintaining program operations within the department; you serve as the primary point of operational and administrative contact for internal and external constituencies; often work on complex and confidential issues, perform and/or oversee a variety of planning activities related to the instructional mission, which requires advanced or specialized knowledge and skills; advise students, staff, and faculty regarding program content; and maintain websites/brochures related to recruitment, program guidelines, and departmental requirements. The position requires independent judgment, tact, and diplomacy and the ability to work with diverse clienteles and sensitivity to cultural differences. Assignments and projects are of a complex nature requiring substantive knowledge of a variety of regulations, rules, policies, procedures, and processes. This position coordinates with the Department Chair and faculty to complete academic year schedules and instructor assignments.
• Administrative Office Support: Coordinate office operations to include serving as the first point of contact for Department of Anthropology. Provide complex administrative support to the Chair, the Directors of Graduate and Undergraduate Studies, and general support to the faculty, staff, and students of the department; schedule and coordinate logistics for departmental meetings (faculty, staff and student); in collaboration with the Chair, compile and prepare necessary documents from faculty per departmental, college and university guidelines; including tenure and promotion; develop and maintain departmental spreadsheets and databases; maintain department website and brochures; coordinate space assignments; serve as building coordinator, key custodian and maintain property inventory.
• Support for Graduate and Undergraduate Programs: Compile course scheduling, instructor assignments, enrollment capacities via myWSU curriculum management functions for both Pullman and Global campuses; maintain/update course and curriculum change database; assist with room changes/requests; process department incomplete forms/grade changes; assist Graduate Program Director(s) with program development and implementation; maintain/organize graduate student files and program records; prepare departmental correspondence, coordinate with Director(s) preliminary exam/oral/defense processes, scholarship and award notifications, and confidential student information.
Required Qualifications
• High School graduation or equivalent AND three (3) years of progressively responsible experience in office/clerical, secretarial, bookkeeping, accounting, or general administrative work; OR equivalent education/experience.
• Excellent and professional written and oral communication skills.
• Excellent interpersonal skills.
• Excellent organizational skills.
• Reliable and prompt.
• Critical thinking skills and attention to detail are imperative.
• Ability to work with Microsoft Office Suite (i.e., Microsoft Excel, Power Point, Word, Outlook, Access, Teams) and virtual meeting software (e.g. Zoom).
• Ability to handl