Administrative Assistant 4

Central Washington University is recruiting an Administrative Assistant 4 to join our Accounting and Financial Services team in Ellensburg, 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 $44,808 - $58,704 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.

Tour our campus in Ellensburg here. www.youtube.com/watch?v=HjdhOegDa9A

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.

The Role:

In support of the mission of the division of Business and Financial Affairs, this position serves as the confidential assistant on administrative matters to the Executive Director, Finance and Accounting, and performs a variety of administrative and support duties. Provides administrative support to the Directors and Managers within the departments of Financial Planning & Analysis, Accounting, Financial Services, Business Services, and Contracts, Procurement & Surplus. All employees are expected to support CWU's commitment to diversity and to bring and support inclusion into the university environment.

Administrative Support:
- Plan, organize, and complete confidential assignments and provide administrative support to the Executive Director. Provide administrative support for the Directors and Managers within the departments of Financial Planning & Analysis, Accounting, Financial Services, Business Services, and Contracts, Procurement & Surplus.
- Establish and interpret administrative policies and procedures within the division and assist with revisions and updates as required.
- Assist the Executive Director and Directors with strategic planning, vision and goal setting.
- Act as the liaison between the Executive Director and departments, faculty, staff, administrators, and the general public. Speaks on behalf of the Executive Director and Directors and represents their interests when they are not available.
- Administer purchases on behalf of the Executive Director and Directors including the use of a Corporate Card and requisitioning; maintain inventory for the department. Track and initiate annual purchase requisitions for photocopier and other equipment.
- Order and maintain office, furniture, and paper supplies. Verify annual inventory sheets and obtain appropriate signature.
- Maintain, monitor, and reconcile department budgets to assist the Executive Director and Directors in planning and evaluation. Prepare monthly and year-end budget reports; run PeopleSoft Financial Management System (FMS) summary and activity reports, identify and analyze problem areas and initiate corrective actions with principal budget administrators. Provide cost estimates for permanent, temporary and student employees for budgeting purposes.
- Compose correspondence on behalf of the Executive Director and Directors including reports, contracts, grants, agreements, bank resolutions, policies and procedures, personnel materials, miscellaneous forms, surveys, meeting minutes, financial reports, travel documentation, Board of Trustees agenda items, and other pertinent compositions.
- In collaboration with the Director, Enterprise Accounting, serve as the lead administrative support on university system bonding processes/sales including data compilation, coordination with legal consultants/financial advisors, credit rating report composition, BOT preparation, and other assistance as needed.
- Coordinates all meetings and preparation of all required minutes or follow-up correspondence for the Executive Director.
- Maintain, coordinate, and prioritize the schedules and calendars of the Executive Director and Directors. Make travel arrangements and review travel requests within the division.
- Answer the telephone and direct calls as appropriate. Receive and direct visitors and provide front desk support for the Accounting & Financial Services area as well as distribute department mail.
- Provide secretarial and administrative assistance to departments within the division, as needed, and provide back-up assistance in the Business & Financial Affairs VP office.
- Design, implement and coordinate Organizational Development/Team building events

Personnel Administration:
- Maintain personnel information for the Executive Director, Directors and Managers within the departments of Financial Planning & Analysis, Accounting, Financial Services, Business Services, and Contracts, Procurement & Surplus including PDP data and other information as directed.
- Stay informed of status of on-going recruiting/hiring processes in the division. Access the university's online recruitment system as needed to monitor process and perform hiring functions on behalf of the Executive Director and Directors. May serve as secretary to search committee and participate in search process as directed.
- Prepare hiring documents as needed such as appointment letters, etc.
- Supervise student help.

Division Web Page Maintenance:
- Maintain/Update web pages in the division. Review functionality and accuracy of information provided on division and department websites, identify inconsistencies, recommend improvements, and perform online changes in coordination with the Web office
- Other duties as assigned.

• Progressively responsible experience in office/clerical, secretarial, bookkeeping, accounting, or general administrative work. Formal education may substitute for one year of experience.
• Experience that demonstrates the ability to use Microsoft Office software (Word, Excel, and PowerPoint) to create complex documents, create and use spreadsheets, and prepare professional presentations, and the ability to create and maintain web pages.
• Experience monitoring and reconciling budgets, handling payroll, and performing purchases.
• Experience collaborating on strategic planning.
• Ability to write and speak effectively, establish and maintain cooperative relationships with others and contribute to a healthy work environment.
• Demonstrated willingness and/or experience working with students and/or co-workers from a wide range of abilities, backgrounds and experiences.
• OR combination of education and experience which clearly demonstrates the ability to perform the essential functions of the job.

Preferred Qualifications

• Progressively responsible experience in office or general administrative work including supervision.
• Experience in Higher Education setting and with PeopleSoft FMS.
• Experience working with directors and budget staff in the preparation of fiscal documents.
• A record of promoting inclusivity in the work environment.
• Life experiences that demonstrate an ability to contribute to CWU's commitment to inclusion and diversity.

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: $3,734 /month with periodic increases up to $4,892 /month

Schedule/Appointment: Monday - Friday, 8:00am-5:00pm (1 hour lunch)

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.