Provides administrative support to facilitate the work of the directors, programs and events for the Roger Mudd Center for Ethics and the Office of Community-Based Learning. Manages the day-to-day flow tasks in addition to managing upcoming deadlines, calendar scheduling, and event planning.
STATUS: Full-Time, 10 Month, With Benefits WORK HOURS: Monday - Friday during office hours. 25 hours per week in the Roger Mudd Center for Ethics and 10 hours per week in Community-Based Learning to be scheduled with the Directors. FLSA: Non-Exempt MINIMUM PAY: $18.50 / hour
Essential and Related Functions:
Duties for both the Mudd Center and Office of Community-Based Learning:
Serves as the primary organizer for events (programs, workshops, conferences and group meetings) and coordinates refreshments or food when necessary. Works with University Catering and Facilities to coordinate event setup. Plans and makes all travel and lodging arrangements for speakers and other guests. Coordinates meeting arrangements for the Roger Mudd Center Advisory Board. Attends Mudd Center speaker events in the evening approximately seven times per academic year.
Works with University scheduling systems (e.g. Outlook calendar, 25Live or similar) to make venue arrangements for events, such as public lectures, conferences, and ethics workshops.
Works with the Office of Communications and Public Affairs to manage website content, outreach through social media, and to promote the Mudd Center and Community-Based Learning on campus, in the local community, and in the alumni community.
Manages budgets and tracks spending; this includes handling purchase requests, disbursement vouchers, travel vouchers, and visiting scholar/guest payments. Codes all charges made with University Visa cards. Assists with preparing annual budgets and prepares regular budget reports. Performs basic statistical computations and analyzes data regarding account reconciliation.
Develops and coordinates office processes. Maintains office calendars and inboxes, tracks deadlines, satisfies requests for information. Schedules committee meetings, tracks attendance, sends reminders/invitations, oversees committee assignments, prepares agendas, and takes minutes. Maintains files and records, following standards for length of file retention as posted by General Counsel.
Helps with the preparation and production of annual reviews and other brochures and publications.
Other duties as assigned.
Duties specific to the Mudd Center:
Manages the day to day flow of tasks and communications (front-line responses to questions from visiting scholars, faculty, students, parents, other W&L employees, alumni and visitors; mail, email, telephone, social media, marketing, proofreading etc.).
Assists the director by notifying him/her of University administrative deadlines and helps coordinate the work of the Mudd Center with the Provost’s Office and other academic and administrative offices. Assists the director with the implementation of undergraduate ethics programming.
Oversees work-study students. Assigns and coordinates duties and reviews their work.
Duties specific to the Office of Community-Based Learning:
Assists the Administrator of the community engagement database. Serves as the primary liaison between CBL and on-campus users of the database, including various departments, students, faculty, and student affairs. Sets up group and course pages, runs reports, troubleshoots and communicates with IT and IT support as needed. Verifies student hour submissions regularly, trains campus groups to use the tool efficiently. Updates training materials as needed.
Submits work orders, IT, copy center, and communications requests. Inventories and purchases office supplies as necessary.
Plan and Coordinate - Realistically estimates the time required to accomplish tasks and keeps others informed of potential problems/delays. Takes appropriate steps to ensure that the University resources (e.g., workspace, equipment, tools, etc.) are in good working order. Makes an effort to ask questions to identify issues and solve work problems.
Technical Skills - Demonstrates a higher level of knowledge and understanding of a technical or specialty area and is able to apply it in daily work. Able to identify problems as they occur and takes appropriate steps to promptly solve or communicate them to supervisors. Consistently and carefully checks details of tasks and assignments to ensure quality and accuracy before routine reviews by supervisors.
Results Focused - Displays a level of comfort in exploring different work approaches, rather than the routine. Responds to requests in a timely fashion and keeps track of own progress towards goals and deadlines. Takes initiative to independently find solutions or improve approach when issues/problems are repeatedly encountered.
Communication and Relations - Able to clearly and concisely explain University policies and procedures to others. Able to write correspondences and summarize ideas or facts with few or no errors (within role requirements). Skilled at diffusing difficult situations independently and recognizes when issues/requests require special attention (e.g., confidentiality, supervisor review, etc.). Consistently acts on requests and suggestions in a positive and unbiased way.
Teamwork - Willingly shares information, materials and responsibility to contribute to and achieve work objectives. Seeks input of other work group members and encourages their participation and involvement. Makes an effort to help and actively support work group members in their tasks/assignments.
High school diploma plus three years of administrative support experience, or a combination of education and experience from which comparable skills are acquired. Associate’s degree preferred. Previous experience in an academic setting and a strong interest in ethics are advantageous in this role. Applicant must be proficient in typing and word-processing and know how to use Microsoft Office software extensively, including Word, Excel, Outlook, PowerPoint, Publisher, Access databases, and web composition applications. Experience using Photoshop and social media is desired. Must be able to learn new computer skills and software as needed. The applicant must have excellent proofreading, grammar and spelling skills.
Must be detail-oriented, have the ability to multi-task, and possess strong organizational skills. Must be a self-starter and have the ability to work independently, as well as to communicate and interact effectively in a professional, confidential, and courteous manner with faculty, staff and students. Demonstrated ability to handle confidential and sensitive information. Should be able to work with frequent interruptions and manage multiple projects, priorities and deadlines. A consistent record of attendance and punctuality is necessary.
Fingering: Picking, pinching, typing or otherwise working, primarily with fingers rather than with whole hand or arm as in handling.
Grasping: Applying pressure to an object with the fingers and palm.
Repetitive motions: Making substantial movements (motions) of the wrists, hands, and/or fingers.
The worker is not substantially exposed to adverse environmental conditions (as in typical office or administrative work).
Sedentary work: Exerting up to 10 pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects, including the human body. Sedentary work involves sitting most of the time. Jobs are sedentary if walking and standing are required only occasionally and all other sedentary criteria are met.
Please submit a cover letter, resume, and the online application. Review of applications will begin June 28th and continue on a rolling basis until the position is filled. The anticipated start date for this position is August 15, 2019.
Equal Employment Opportunity Statement
Washington and Lee is an Equal Opportunity Employer. As such, we are interested in candidates who are committed to high standards of scholarship, performance and professionalism and to the development of a campus climate that supports equality and diversity in our faculty, staff and student body. Job description requirements are representative, but not all?inclusive of the knowledge, skill, and abilities needed to successfully perform this job. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform essential functions.
Statement of Commitment to Diversity
Washington and Lee affirms that diverse perspectives and backgrounds enhance our community. We are committed to the recruitment, enrichment, and retention of students, faculty, and staff who embody many experiences, cultures, points of view, interests, and identities. As engaged citizens in a global and diverse society, we seek to advance a positive learning and working environment for all through open and substantive dialogue.
About Washington and Lee University
Washington and Lee University is an independent liberal arts university founded in 1749, named for an early benefactor (George Washington) and an innovative president (Robert E. Lee). The campus is a national historical landmark, the city offers small-town charm, and the Allegheny and Blue Ridge Mountains provide unparalleled surroundings. Students govern themselves in a community based on trust and honor. The faculty of teacher-scholars pursues a student-oriented approach to scholarship and nurtures lifelong relationships with the pupils. The curriculum blends traditional liberal arts and sciences with pre-professional programs in business, journalism and law. W&L prepares graduates for a life of learning, achievement, leadership, service and engaged citizenship in a global society.