Office Assistant at Washington State University in Spokane, Washington

Job Description:

Title:

100I-YN - Office Assistant 2

Business Title:

Office Assistant

Additional Titles:

Location:

WSU SPOKANE CAMPUS

Employee Type:

Classified

Job Family:

Civil Service - OT Eligible

Position Details:

Summary of Duties:

Under general supervision, the position is responsible for independently performing a variety of  confidential clerical projects and assignments, within established guidelines, to support activities within the Department of Medical Education and Clinical Sciences and the Elson. S. Floyd College of Medicine. These may include but are not limited to administrative support to executive leaders, scheduling meetings and events, calendar coordination, producing letters, forms, meeting materials and other documents requiring strong Microsoft Office skills; database entry, spreadsheet maintenance and responding to inquiries which require substantive knowledge of policies and procedures.

 

A courteous manner and a high-level of professionalism is required as this role frequently interacts with executive team leaders from the college, campus and university system, as well as, community and business leaders throughout the state.

 

Duties and Responsibilities:

50% Office Support

• Using independent judgement, respond to inquiries regarding services, policies and processes to internal and external constituents, both in person and via email.


• Maintain office supply inventory, including ordering and receiving office supplies, equipment, and other items as requested or required. Maintain accurate inventory data and generate inventory reports for the department.


• Assistant faculty and staff, as necessary, in the operation of office machines. Request parking permits for department guests and special events.


• Copy, sort, and distribute documents as requested to faculty, staff, and other campus departments.


• Coordinate logistical details of travel for faculty and staff as assigned.


• Serve as back-up to the reception desk during breaks, meal periods and during leave as required.

45% Administrative Support

• Maintain calendars and schedule appointments using Microsoft Outlook.


• Coordinate the use of the conference room(s).


• Prepare meeting agendas, materials, handouts and minutes as needed. Attend meetings, document meeting notes and update relevant information as necessary.


• Prepare, review, and coordinate correspondence, presentations, and reports. 


• Maintain and modify a variety of spreadsheets; perform data entry and prepare related reports as requested.


• Create, compose, and edit technical and/or administrative correspondence, documents, manuscripts, schedules, agendas, and meeting minutes using advanced word processing techniques.


• Create and maintain faculty Affiliate profiles in Campus Community and Workday as needed. 

5% Other

• Perform other related work as required.

Required Qualifications:

High School graduation or equivalent and one year of clerical experience; OR equivalent education/experience.

 

Additional Requirements:

• Demonstrated strong computer skills including proficiency with Microsoft Office Excel, Outlook and Word.


• Demonstrated excellent written and spoken communication skills.


• Demonstrated skills relating to attention to detail. 


• Demonstrated ability to present themselves in a professional manner in all forms of communication. 


• Demonstrated experience preparing correspondence, reports and/or presentations.

Preferred Qualifications:

• Demonstrated experience working in a reception or front desk setting.


• Demonstrated experience providing support to an individual or group of individuals at the executive, senior leadership, director, and/or manager level.


• Demonstrated experience interacting with executives and/or management in a professional environment.


• Demonstrated experience in the healthcare industry. 


• Demonstrated experience working in the higher education industry.

 

Additional Information:

In accordance with Washington State Governor's Proclamation 21.14.1, and subsequent revisions where appropriate, as a condition of employment, you must be fully vaccinated or have an approved medical/religious accommodation by time of hire. People are considered fully vaccinated two weeks after receiving their last shot in a vaccine series. Full Vaccination or an approved accommodation will be verified prior to your first day of work. Should you not be fully vaccinated or have an approved medical/religious accommodation you will not be able to start employment with WSU. Information regarding vaccine verification and/or requesting a medical/religious accommodation is available at https://hrs.wsu.edu/covid-19/vax-verification/. Please contact HRS at hrs@wsu.edu or 509-335-4521 if you have questions.

 

Area/College: Elson S. Floyd College of Medicine

Department Name: Department of Medical Education and Clinical Sciences

City, State, Zip: Spokane, WA

Department Link: https://medicine.wsu.edu/md-program/

Monthly Salary:

Range 32, $2,612 - $3,370

Successful candidates typically begin at the beginning of the salary range and receive scheduled salary increment increases in accordance with WAC 357-28 or applicable Collective Bargaining Agreement.

FTE: 1.0

Permanent/Temporary: Permanent

Screening Begin Date: March 14, 2022; open until filled

Background Check: This position has been designated by the department to require a background check.

Applicant Instructions: Applicants must attach the following documents to their online application: 1) resume and 2) cover letter. Application materials should clearly communicate how the applicant meets all required qualifications and additional requirements. Applicants are required to include contact information for professional references within the application.

Required Documents:

1. Resume

2. Cover letter

 

Time Type:

Full time

 

Position Term:

12 Month

 

WASHINGTON STATE UNIVERSITY IS AN EQUAL OPPORTUNITY/AFFIRMATIVE ACTION EDUCATOR AND EMPLOYER. Members of ethnic minorities, women, special disabled veterans, veterans of the Vietnam-era, recently separated veterans, and other protected veteran, persons of disability and/or persons age 40 and over are encouraged to apply.

 

WSU employs only U.S. citizens and lawfully authorized non-U.S. citizens. All new employees must show employment eligibility verification as required by the U.S. Citizenship and Immigration Services.

 

WSU is committed to providing access and reasonable accommodation in its services, programs, activities, education and employment for individuals with disabilities. To request disability accommodation in the application process, contact Human Resource Services: 509-335-4521 (v), Washington State TDD Relay Service: Voice Callers: 1-800-833-6384; TDD Callers: 1-800-833-6388, 509-335-1259(f), or hrs@wsu.edu.

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