Secretary Senior - Art + Design

Central Washington University is recruiting a Secretary Senior to join our Art + Design 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 $36,072 - $47,688 annually 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, health services, police and public safety for the campus population of ~10,000 students.

Central Washington University has been named a Fulbright U.S. Scholar Program Top Producing Institution for the 2022-2023 academic year. In addition, 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.

This hire will be an exciting addition to the Department of Art + Design which is comprised of 10 full-time faculty and several part-time faculty. The department has over 300 undergraduate majors and minors. Degrees offered include the BA in Art, BFA in Studio Art, BFA in Graphic Design, BA in Art Education, MFA in Art + Design, as well as minors in Art + Design and Art History. Dedicated studio facilities include sculpture, ceramics, drawing, graphic design, jewelry/metals, painting, photography, and wood design. The department has a flexible curriculum designed to encourage cross-disciplinary opportunities while still emphasizing hands-on instruction in and across a wide number of media areas. The department is located in Randall Hall, an 82,000 square-foot building designed specifically for art instruction featuring multiple medium-specific studios, two exhibition spaces, and recently renovated lecture halls.

www.cwu.edu/academics/art/

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: Benefits, Perks, and Leave.

The Role:

Provides administrative support to the Department of Art + Design by reviewing, controlling, prioritizing and coordinating work for the Chair. The majority of work includes duties such as complex clerical assignments, scheduling, establishing and maintaining records, assisting faculty, staff and students with assignments, responding to inquiries for the office, and fiscal support for all areas in the department. This position also includes coordination and execution of events for the department. All employees are expected to support CWU's commitment to diversity and to bring and support inclusion into the university environment.

Secretarial Support for Department and Sarah Spurgeon Gallery:
- Maintain calendar(s) and appointments, schedule and arrange meetings and/or classes
- Answer telephone(s); receive and refer visitors including university personnel, students, and/or the public
- Screen and distribute mail and messages, distribute records, office supplies and other materials; receive and maintain inventory
- Performs complex secretarial duties such as independently planning, organizing and prioritizing work, developing travel itineraries, compiling reports, studies, applications, and developing, modifying and/or maintaining data base management, office record keeping, or filing system(s); coordinate office operations; resolves problems
- Respond to inquiries regarding departmental/University procedures and services; identify issues, provide options, fulfill services, exercise knowledge of procedures to assist others
- Prepare correspondence, meeting notices and agendas, reports, schedules, etc.; proofread material; take notes; maintain all minutes and agendas for any department meetings as required
- Apply departmental/university policies and procedures as they relate to areas such as: payroll, travel, budget, HR, etc.
-Establish and maintain manual and electronic filing systems; post information to various electronic or manual records according to procedures and standards; maintain records in accordance with records retention
- Perform complex word processing tasks; use spreadsheets and database software to develop and maintain records; prepare spreadsheets involving the development of formulas
- Manage department travel to include arrangements and reimbursements
-Assist in the coordination and implementation of events sponsored by the department through catering, graphic design, distribution of advertising, scheduling, and other event-related procedures
- Maintain department web pages and social media outlets
- Maintain brand aesthetic according to university policy
- Manage and maintain department email and correspondence lists
- Supervision of office student employees to include posting of positions, approval of time, delegation and/or task assignments, etc.
- Assist department with hiring of students, faculty and staff

Fiscal Support
- Produce and maintain timely and complete budget and forecasting reports, communicate findings and distribute reports to department chair monthly or as needed
- Maintain, monitor, evaluate and reconcile budgets and fiscal records
- Recognize inconsistencies; identify problems and initiate corrections; to include but not limited to charge credits, journals, reforecasting, etc.
- Assist in the development of department's budget
- Process travel, requisitions, expenses, reimbursements and other online forms using CWU systems
- Order/purchase departmental supplies, equipment, etc.; reconcile ProCard
- Maintain and manage inventory levels
- Process payroll needs and assist staff with payroll

- Perform other duties as assigned

• Progressively responsible clerical/secretarial experience (or training) in an office or academic environment.
• Experience monitoring and reconciling budgets and fiscal operations such as forecasting, payroll, travel, and purchasing.
• Experience using Word, Excel, e-mail and/or similar software applications to produce written correspondence, reports, create and maintain spreadsheets, databases, and receive and respond to e-mail inquiries, tasks, etc.
• Ability to provide individualized attention including the responsibility to listen to individuals, identify issues, provide options, fulfill services, exercise knowledge of procedures to assist others, and resolve complaints or conflicts.
• Experience effectively organizing multiple work assignments, involving competing priorities to produce work products that are accurate, of a high quality and meet deadlines.
• Experience establishing and maintaining an office filing system including electronic and manual files.
• Demonstrated willingness and/or experience working with students and/or co-workers from a wide range of abilities, backgrounds and experiences.
• OR applicable combination of education and/or experience which demonstrates the ability to perform the essential functions of the position.

Preferred Qualifications

• Minimum of 3 years of clerical/secretary experience in an office or academic environment
• Experience with university policies and procedures as they relate to areas such as: financial/budget management, travel, and curriculum processes
• Experience with a web design user interface such as Drupal
• Experience with Adobe Creative Cloud applications such as Adobe Acrobat, Photoshop, and/or InDesign
• Experience or interest in mentoring students from a variety of backgrounds.
• 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.

Don't meet every single requirement? At CWU we're dedicated to building a diverse, inclusive, and authentic workplace, so if you're excited about this role but your experience doesn't align perfectly with every requirement, we encourage you to apply anyway. This may be the job for you!

Salary: This position is based on the range 35 of the Washington State Classification Listing, which has a minimum annual salary of $36,072 and maximum annual salary of $47,688. In accordance with RCW 49.58.110, the above salary reflects the full salary range for this position. Individual placement within the range is based on the candidate's current experience, education, skills, and abilities related to the position.

Schedule/Appointment: Monday - Friday, 8:00am-5:00pm (1 hour lunch) / PSE Bargaining Unit 4

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 Benefits, Perks, and Leave.

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.