The primary purpose of this position is to support the operation of the Political Science Department and related program(s). This position is responsible for daily office operations and assisting students and faculty.
Secretarial/Clerical Support: - Perform complex word processing tasks such as merging and sorting documents, integrating spreadsheet and data files, creating databases, and brochures. Format and edit documents. Use spreadsheets involving the development of formulas; combine files to provide information needed in reports and various departmental studies and reviews. - Create and maintain electronic and manual files for important information relating to the department, its programs and personnel. Examples would be: course enrollments, majors, minors, confidential personnel files, budgetary information, payroll, course scheduling, grades, assessments, equipment, program review, strategic planning and historical records for operational and management purposes. - Maintain department files on all undergraduate majors and minors. Enter undergraduate major information into SAFARI database system. - Attend department meetings and take minutes; compose and keyboard/type letters, meeting notices, financial statements, schedules and other documents. - Proofread material, making corrections for sentence structure, spelling, grammar and punctuation. - Make travel arrangements for the Chair, faculty and candidates interviewing for faculty positions. Maintain travel records and itineraries and compile a final travel expense report. - Perform electronic mail tasks for the department office. - Maintain a record of incoming and outgoing correspondence and documents that require action and follow up to insure everything is complete - Perform routine technical computer support tasks: Work with new users to complete access request forms, research the access requested, complete access web-form and transmit for approval. Conduct introductory instruction from prepared materials on the use of information technology. Serve as liaison between the customer and information technology support services.
Faculty/Administrator Searches: - Provide support and coordination as well as records management for faculty and administrator searches. Submit forms and letters for signatures, advertisements for publication, and invoices for payment; keep accurate and detailed files of all actions. Act as liaison between Chair and interviewees. - Assist with varied activities and functions and provide support for instructional and related activities for three instructional programs consisting of a total of 6 tenure-track faculty, 1 visiting faculty, and 3-4 adjuncts. - Devise and implement procedures in department and interpret and apply rules and regulations, i.e., travel regulations, temporary hiring procedures, student employment, etc. - In conjunction with the chair, develop and adjust departmental procedures in response to institutional policy change, i.e., new travel regulations, revised scheduling procedures, room booking changes, etc. - Observe need for administrative or procedural notices or instructions to faculty and staff and prepare necessary instructions and policy memos under own or chair's signature, i.e., deadlines for submission of course schedules, vendor contract renewals, adjunct contract expiration, grant expiration, etc. - Advise students, staff, faculty and public regarding departmental and university policies, procedures and activities. - Process administrative forms from Accounting, Registrar's office, Advising, Computer Services, Telecommunications, Institutional Research, academic dean, Library and other University departments as needed. - Create and maintain files on: budget, payroll, personnel, student, faculty, ProCard, course scheduling/grades, assessments, equipment, program review, strategic plan, and historic records for operational and management purposes in compliance with institutional policies and regulations. - Order supplies, printer cartridges, paper and forms. - Create and post signs and informative notices of department events on-line, through University relations and the Observer, via email and in campus buildings. - Quarterly update records and reports of faculty load, evaluation, major's and graduate's addresses, email and phone lists. - Issue appropriate room and building keys each quarter and maintain appropriate records of such. - Write position description for Student employee based upon department or faculty need. Post position, screen applicants and hire individual. Process appropriate paperwork and maintain department files. - Provide training regarding office and payroll procedures to student assistants such as learning software programs (Word, Excel, PowerPoint, Explorer), communications skills (phone etiquette, letter writing) and use of office machines (copier, fax). Make assignments and schedule work hours; explain employment needs, procedures and forms. Provide letters of recommendation when requested.
Scheduling: - Collaborate with chairman to determine the yearly schedule that best meets the needs of the students and programs. - Collaborate with faculty to determine the needs of class and work as liaison with Registrar's Office to determine the best fit for a classroom. - Prepare class schedule for each quarter using a complex spreadsheet program. Check for accuracy and submit to the Registrar's Office and to the Dean, College of The Sciences. - Complete schedule and faculty course load information for the Associate Dean using a complex spreadsheet program. Update the spreadsheet when changes are made. - Make changes as needed and required working with Chair and/or faculty - Research room availability - on Web Viewer as needed or with other academic departments to obtain appropriate facility for classes. - Edit, prepare and submit catalog copy, course scheduling changes and corrections. - Collaborate with Scheduling Center to reserve rooms for special events or evening classes.
Fiscal Support: - Project, monitor, reconcile, and initiate expenditures on 2 state budgets, 1 ledger one budget, and one small foundation budget. Prepare status reports and spreadsheets for the Chair detailing budget expenditures. Prepare budget reports by reviewing, monitoring, and tracking expenditures. Identify problems and independently initiate corrective action, i.e., transfer money with budget changes or charge/credit form, contact appropriate individual to get corrective action initiated and verify its success, contact vendors regarding incorrect orders, etc. - Maintain and monitor budget/fiscal records; prepare requisitions for items not purchased on Pro-Card or blanket orders, invoices and payrolls; process deposits and maintain records for special field course fees. Reconcile purchases and Initiate corrective action when necessary. - Research availability of needed items; obtain quotes, shipping charges; prepare purchase requisitions, blanket purchase orders; receive items and verify cost, reconcile on-line with payment entering correct program and account; maintain accurate retrievable records ;Purchase items online from Office Depot and other sites using ProCard - Develop and maintain spreadsheets for recording and summarizing fiscal activity and expenses; provide accurate monthly reports to the Chair and appropriate faculty and staff. - Prepare or assist with travel authorizations, travel vouchers and advances, etc.; obtain appropriate signatures; make travel arrangements, including lodging, car rentals, and airline tickets; provide counsel to faculty on travel procedures. - Responsible for payroll and leave reporting, obtain time sheets, compile and enter payroll information twice monthly. Enter information into SAFARI Rapid Time Entry system. - Maintain records of student award, hours used, wages received and balances.
Public Relations: - Act as representative of department on daily basis with prospective students and parents in-person, on-the-phone, via email and at University recruiting functions such as transfer fair and new student orientation - Meet with current students regarding program changes, graduation requirements, and study abroad opportunities. - Plan and organize student orientation presentations - Assist student club with organizing activities and community service ventures - Prepare brochures and other handouts regarding departmental requirements and opportunities - Maintain departmental bulletin board/student job board.
Program Colloquiums and Department Special Presentations: - Coordinate the schedule of presenters and support their requests/needs. - Work with Conference Services, Scheduling Center, Dining Services and Parking/Police Services to coordinate logistical needs.
- Other duties as assigned
Increasingly responsible clerical/secretarial experience OR an equivalent combination of experience, training and/or education which clearly demonstrates the ability to perform the essential functions of the job
Experience and/or training that demonstrates the ability to use Word, Excel, e-mail and/or similar software applications to produce written correspondence, create and maintain spreadsheets, receive and respond to e-mail inquiries, tasks, etc.
Excellent communication, interpersonal and organizational skills
Ability to provide excellent customer service including listening to customers, identify issues, provide options, fulfill services and exercise knowledge of procedures to assist others
Ability to effectively organize multiple work assignments, involve competing priorities to produce work products that are accurate, of a high quality and meet deadlines
Attention to detail and strong time management skills
OR applicable combination of education and/or experience which demonstrates the ability to perform the essential functions of the position
Experience with financial, human resources and/or student data systems such as PeopleSoft and/or other system(s)
Fiscal experience, training and/or education that demonstrates the ability to monitor and reconcile budgets, budgeting, payroll, travel, purchasing, compile and interpret fiscal data and provide related reports
Experience with social media
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.
Pay, Benefits, & Work Schedule
Salary: $1,818.75/month with periodic increases up to $2,342.25/month
Schedule/Appointment: Monday - Friday, 8:00am-3:00pm / 11 Month Appointment / .75 FTE / 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 work station 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: http://www.cwu.edu/hr/benefits-0
How To Apply
To apply for this position, you must complete the on-line application and attach:
A detailed cover letter clearly demonstrating how your education and experience: (a) meet the required (and, as applicable, preferred) qualifications, and (b) demonstrate the ability to perform the responsibilities as described by the posting;
Resume including work history, education, training; and
Contact information for three professional references.
Screening Begins: December 6, 2017
**Priority will be given to applications received by the screening date. Incomplete applications will not be considered.
Please contact Human Resources at email@example.com or 509-963-1202 if you require technical assistance with the on-line application process.
Conditions of Employment
Prior to employment, final candidate(s) will be required to submit to a background check. All information obtained through background investigations will be strictly confidential and revealed only to those required to have access.
This position is part of a Public School Employees of Washington (PSE) bargaining unit. New employees are required to meet the membership requirements of the current collective bargaining agreement within 30 calendar days of employment.
The seniority date for the selected applicant shall be set in accordance with Article 43.2 of the Public School Employees (PSE) collective bargaining agreement.
Located in historic Ellensburg, Washington, Central Washington University is a public four-year university. Home to over 10,000 students, Central has a commitment to hands-on learning and discovery, which takes students beyond the limits of the classroom and books. Central prepares students to become well-educated citizens who are ready for high-demand careers in the workforce and offers over 150 ...undergraduate majors as well as graduate studies programs and research. To prepare and enable students to succeed in a global economy, Central partners with over 30 colleges and universities around the world.CWU is an Affirmative Action/Equal Opportunity Employer/Title IX/Veteran/Disability Employer.