Secretary Senior for University Centers - Moses Lake

Central Washington University is recruiting a Secretary Senior to join our University Centers team in Moses Lake, Washington. This role is an important member of our team as they enhance the vision for the University. The role is a campus-based position, which means you get to see the lives you are impacting. We're offering a salary, depending on experience, from $26,010 - $33,606 plus the awesome CWU benefits.

Who we are:

We are a team of individuals committed to Changing Students' Lives. No matter what job, each of us plays a part in supporting and empowering our students to fulfill their dreams.

Working in higher education provides career growth and career choice. Think of a university campus like a mini city, operating across 380 acres. You'll find diverse academics, libraries, athletics and sporting events, full service and quick serve dining, conferences and events from small to large, recreation centers, housing for ~10,000 students, health services, police and public safety.

For the seventh time in eight years, CWU is a recipient of the prestigious Higher Education Excellence in Diversity (HEED) Award from INSIGHT Into Diversity magazine. Come join us on our journey to encourage, inspire, and create spaces where all identities thrive on campus.

CWU University Centers are located around the state to provide greater access to higher education. Many are co-located on community college campuses. CWU knows that students have families, jobs, and commitments that don't always allow them to attend a traditional campus. The university centers provide degree programs and certifications that meet individual and community needs. A variety of classroom options are offered including face-to-face, online, interactive television and hybrid programs.

What we offer:

Our investment in you begins the day you join our team, a healthy and successful future for you is important to us. We offer medical, dental, life and disability insurance, retirement and optional savings plans, tuition assistance for you and your dependents, discounts across town, an employee assistance program for individualized counseling, and a wellness incentive program. Learn more: www.cwu.edu/hr/benefits-perks-discounts.

Tour our campus in Ellensburg here: .

The Role:

This position supports the University's mission by solely and independently performing complex secretarial duties for the Regional Director, the Moses Lake Center along with the University Center programs, including compiling reports and data; managing databases; preparing intricate classroom/meeting room schedules; maintaining student records and filing systems; coordinating office operations; and providing assistance related to multi-faceted quarterly admission and registration processes by helping students and the general public with applications, forms, documents and other materials requiring substantial knowledge of a variety of University regulations, rules, policies, procedures, systems, and processes. The position is also responsible for supporting the Distance Education (DE) Operations of the Center by supporting the faculty, staff and program leadership with reliable delivery of instruction through multiple modalities. Distance Education at CWU-Moses Lake utilizes WebEx platforms (among others currently being evaluated) for interactive video-conference sessions between CWU-Ellensburg, Moses Lake, Wenatchee and Yakima. This position's official workstation will be Moses Lake. All employees are expected to support CWU's commitment to diversity and to bring and support inclusion into the university environment.

- Supports the Regional Director, Wenatchee and Moses Lake centers, and any academic programs at the Centers; Program Directors/ Coordinators; faculty members; and students.
- Independently develops and maintains a variety of reports, as needed by the Regional Director in planning, organization and operation of the Moses Lake Center, including budget monitoring materials, requisitions and procard purchases.
- Schedules appointments with Program Directors/Coordinators for potential and current students, assists with any forms or processes to change or maintain academic plans.
- Relays messages and information from Regional Director in e-mail or printed form.
- Uses computer to produce letters, meeting notices and agendas, reports, schedules, test materials, student evaluations, and other documents from rough drafts, notes, or recordings; takes and transcribes meeting minutes.
- Prepares materials for outreach and recruiting events including ordering printing services as needed.
- Represents the Regional Director and the Center at meetings, events and/or conferences; develops and makes public presentations on program-related topics to recruit new students.
- Coordinates quarterly textbook orders. Acts as liaison between faculty and bookstore. Works with publishers to provide desk copies for faculty if needed.
- Coordinates quarterly final schedules. Acts as a liaison between faculty and academic scheduling.
- Replenishes display racks at Big Bend Community College with promotional materials for recruiting purposes.
- Takes pictures and creates spreadsheets to send to Ellensburg (via e-mail) for generation of Connection Cards for staff, faculty, students and student teachers.
- Training of the Crestron and Cisco technology and equipment
- Technical assistance during remote interruptions during instruction
- Audio technical support during instruction
- Trouble shooting WebEx issue
- Proctoring tests
- Maintaining confidential student information for faculty
- Building relationships between the Center, Multimodal Learning, the faculty and the Big Bend Technology department

Big Bend Community College operational support:
- Provides customer service to students, faculty, staff and the general public by presenting information regarding University Center programs and conveying general University information.
- Independently establishes office procedures, standards and deadlines. Develops operations (policy & procedures) manual to include establishment of report deadlines to be submitted internally (Academic Scheduling, Bookstore) as well as externally with Big Bend Community College. (Security, IT, Library, and FTE).
- Establishes opening/closing procedures as well as those dealing with students, prospective students, faculty and staff.
- Reviews and approves time and leave absences for student employees.
- Maintains/updates center website information.
- Regularly oversees work of Student Assistant(s) and volunteers including training, assigning and checking work; provides input to Regional Director on employees' performance.
- Proofreads material correcting for sentence structure, spelling, grammar, and punctuation.
- Processes I-9 and W-4 forms for new employees and faculty.
- Maintains student employee files.
- Compares data from various sources to identify trends, differences, similarities, etc., including prospective student requests to determine program demand in the community, and in current student requests to determine modification of class offerings and services provided.
- Coordinates and schedules classrooms, meeting rooms and facilities for special events and meetings both internally and with Big Bend Community College.
- Input's classroom assignments in MyCWU.
- Provides partner faculty with passwords and computer room information. Assists with equipment as needed.
- Coordinate's information sessions between CWU and partner faculty or students with academic departments.
- Assists in University Center events.
- Provides directions and parking permits to visitors as needed.
- Arranges facility and equipment maintenance; ordering equipment and repair as needed.
- Prepares and submits various reports to Big Bend Community College for billing and accounting purposes as needed.
- Organizes incoming and outgoing mail, including opening and screening mail, ensuring timely distribution of documents for Centers and Ellensburg. Prepares outgoing mail as needed. Handles outgoing mail for FedEx, USPS, and UPS.
- Oversees equipment inventory control.

General student support:
- Advise students how to read CAPS and Transfer Credit Reports as needed.
- Updates MyCWU database with address changes, advisor changes, major/minor plans, student groups and campus assignment as needed.
- Uses spreadsheet to prepare Center Class Schedule. Disseminates schedule to students and submits for publication on center website.
- Assists in the coordination and implementation of new student orientations including preparing packets and providing support in organizing transfer advising.
- Establishes and revises student files for academic programs.
- Processes copy request forms by faculty.
- Processes make-up test forms and proctors' tests as needed.
- Explains graduation/commencement policies to students and faxes graduation applications to the Registrar's office.
- Processes student registration and non-matriculated and state tuition waiver forms.
- Assists students and faculty in resolving problems with MyCWU and responding to inquiries regarding MyCWU database information.
- Acts as liaison between students and Financial Aid. Sets up Facetime appointments. Faxes and sends documents as needed. Sends communication to staff, faculty and students when class/center closures occur.
- Inform students on possible major programs and pre-admission requirements.
- Disseminates information regarding tuition and related fees and refund policy.
- Maintains records of incoming and outgoing correspondence regarding Dual Admission applications, including faxing applications and transcripts and following up as needed.

Distance Education:
- Operate ITV systems to facilitate video conference meetings, streaming events, and presentations by faculty, staff, and students
- Use WA K20 networks to connect on campus sites for video conferences
- Search availability and schedule recording capable rooms for ITV and non-ITV events for CWU-Moses Lake center
- Operate ITV systems to facilitate Distance Education class production
- Operate computer interface for monitoring connections
- Make sure classrooms and control rooms are stocked with the necessary supplies
- Establish and monitor connections for DE/Video Conferences
- Maintain database of contact information for ITV connections
- Keep CWU DE Department Leads informed of any technical issues

- Other duties as assigned

• Increasingly responsible clerical/secretarial experience OR an equivalent combination of education and experience which clearly demonstrates the ability to perform the essential functions of the job
• Excellent communication, interpersonal and organizational skills
• Customer service experience, including the responsibility to listen to customers, identify issues, provide options, fulfill services, exercise knowledge of procedures to assist others, and resolve complaints or conflicts
• Ability to effectively organize multiple work assignments involving competing priorities to produce work products that are accurate, of a high quality and meets deadlines
• Experience and/or training that demonstrates the ability to use Word, Excel, e-mail and/or similar software applications to produce written correspondence and finished documents, create and maintain spreadsheets, databases, and receive and respond to e-mail inquiries, tasks, etc.
• Attention to detail and strong time management skills
• Demonstrated willingness and/or experience working with students and/or co-workers from a wide range of abilities, backgrounds and experiences

Preferred Qualifications

• Experience working in a higher education setting
• Life experiences that demonstrate an ability to contribute to CWU's commitment to inclusion and diversity.
• Potential to mentor and educate students who will serve diverse populations.
• Demonstrated commitment to improving access to higher education for students through various activities.

Competencies

• 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.

Salary: $2,167.50 /month with periodic increases up to $2,800.50 /month

Schedule/Appointment: Monday - Thursday, 8:00am-3:30pm (30 minute lunch) / 35 hours per week - 5 work hours are grant funded through June 24, 2024

Working Conditions: Work is performed in an indoor office setting with frequent in-person interactions. It is essential to be able to remain at a desk/computer workstation for prolonged periods of time, perform extensive data entry and other computer-related tasks and create/maintain filing systems for departmental records. Some evening or weekend work and/or occasional travel may be required.

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: www.cwu.edu/hr/benefits-perks-discounts.

An employee of CWU may be eligible for the Public Service Loan Forgiveness Program if the employee has student loans. To learn more, visit: https://ofm.wa.gov/state-human-resources/public-service-loan-forgiveness-program.