The Academic Administrative Assistant II provides administrative support for the Roger Mudd Center for Ethics and the Provost's Office. The Administrative Assistant facilitates the work of the director, programs and events for the Roger Mudd Center for Ethics. They manage the day-to-day flow of Center tasks in addition to managing upcoming deadlines, calendar scheduling, and event planning necessary for the implementation of Mudd Center programs and initiatives. The position will support the Mudd Center 25 hours per week, and will also provide operational and administrative support to facilitate the work of the Provost, Associate Provost, and the operation of the Provost’s Office. The Academic Administrative Assistant II will work 10 hours per week in the Provost's Office to manage scheduling and provide administrative support for members of the office. The Administrative Assistant supports committee work, oversees event planning, and completes special projects as necessary to keep the Provost's office functioning smoothly on a daily basis.

This is a 10 month, full-time position with benefits.

Washington and Lee University actively promotes a dynamic and inclusive environment that allows students and employees of multiple backgrounds, cultures, and perspectives to learn, work, and thrive together. Successful candidates will contribute to that environment and exhibit potential for excellence in their areas of expertise.  

Essential Functions for the Roger Mudd Center for Ethics:

• Manages the day to day flow of Center 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.) and contributes to a positive work environment.

• Works with the Office of Communications and Public Affairs to manage the content of the Center’s website, to manage the Center’s outreach through social media, and to promote the Center on campus, in the local community, and in the alumni community.

• Serves as the primary organizer for Center functions (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 Center Advisory Board.

• Works with University scheduling systems (e.g. Outlook calendar, 25Live or similar) to make venue arrangements for Mudd Center events, such as public lectures, conferences, and ethics workshops. Selects the most appropriate venue or web conferencing technology for showcasing speaker events.

• Assists the Center director by notifying him/her of University administrative deadlines and helps coordinate the work of the Center with the Provost’s Office and other academic and administrative offices. Assists the director with the implementation of undergraduate ethics programming.

• Manages the Center 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.

• Develops and coordinates office processes. Maintains Center files and records, following standards for length of file retention as posted by General Counsel. Manages office supplies.

• Helps with the preparation and production of the Center’s Annual Review and other brochures and publications.

• Oversees work-study students. Assigns and coordinates duties and reviews their work.

• Performs other related duties as assigned.

Essential Functions for the Provost's Office:

• Promotes a positive image of the university by answering phones, greeting visitors, complying with requests for information, forms, etc. Provides verbal and/or written responses to inquiries from students, parents, the public, employees, vendors, etc., regarding a variety of questions. Interfaces with a variety of internal and external constituencies.

• Oversees the unit’s media subscriptions.

• Completes forms and documents. Prepares reports, presentations, mailings, etc., and/or modifies, maintains, or creates spreadsheets and databases for analyzing or managing data. Performs calculations and computations, such as for travel reimbursements, including basic statistical and/or data analysis and account reconciliation. Reviews reports or budgets and compares to standards; identifies and documents variances.

• Where appropriate, prepares and drafts correspondence on behalf of office, prepares documents or reports and/or researches administrative issues and provides analysis or summary. Produces correspondence following standard letter writing etiquette, reviewing drafts for grammar, spelling, punctuation and content.

• Develops and coordinates office processes. Maintains paper and digital departmental files and records, following standards for length of file retention as posted by General Counsel. Creates and maintains records.  Orders office supplies. Documents departmental standard operating procedures for administrative responsibilities.

• Supports maintenance of office webpage through a content management system and uses (or demonstrates willingness to be trained in) electronic survey software, social media accounts, and cloud-based file systems such as Box.

• Schedules office functions and coordinates refreshments or food where necessary. Works with University Catering and outside vendors and plans setup with University Facilities. Organizes events, including planning and organizing conference and group meetings, and arranging for travel and hotel accommodations for visiting lecturers and readers.

• Collaborates with and supports fellow Administrative Assistants throughout the university. Participate in professional growth and mentorship opportunities with Administrative Assistant colleagues, including the Office Professionals Network.

• Maintains high levels of confidentiality on sensitive issues and on all matters related to    relationships with the Provost Office staff and key constituencies, including student and faculty matters.

• Supports W&L's diversity plan with a demonstrated commitment to diversity and inclusion.

Minimum Qualifications:

Associate’s degree preferred and three years of administrative support experience required, or a combination of education and experience from which comparable skills are acquired. Previous experience in an academic setting and a strong interest in ethics are advantageous in this role. Applicant should possess skills utilizing word-processing programs, spreadsheets, and be familiar with PowerPoint and web composition applications. Familiarity with Zoom and web conferencing platforms and ability to learn new skillsets related to event broadcasting platforms are essential. Proficiency in the Microsoft Office suite of products, including Word, Excel, Publisher, Access database, and Outlook, is essential. 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.

Application Instructions:

Review of applications begins immediately and will continue until the position is filled. Cover letter, resume, and a list of three professional references with contact information are required.

External Applicants: Please upload your resume on the Quick Apply screen. Your application will automatically populate your resume details, and you may verify and update data on the My Information page. Add your cover letter and any other documents required for the position to the Resume/CV document upload section at the bottom of the My Experience application page. You will not be able to modify your application after you submit it. The My Experience page is the only opportunity to add your cover letter and supporting document attachments. The online application form requires you provide names and contact information for three professional references.

Physical Requirements:

• 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.

• Walking: Moving about on foot to accomplish tasks, particularly for long distances or moving from one work site to another.

• Standing: Remaining upright on the feet, particularly for sustained periods of time.

• Lifting: Raising objects from a lower to a higher position or moving objects horizontally from position to position. This factor is important if it occurs to a considerable degree and requires the substantial use of the upper extremities and back muscles.

Types of Work:

Light work: Exerting up to 20 pounds of force occasionally, and/or up to 10 pounds of force frequently, and/or a negligible amount of force constantly to move objects. If the use of arm and/or leg controls requires exertion of forces greater than that for Sedentary Work and the worker sits most of the time, the job is rated for Light Work.

SCHEDULE:  Monday – Friday 8:30 a.m. – 4:30 p.m. with occasional evening hours as required for events. 10-month position. 25 hours per week in the Roger Mudd Center for Ethics and 10 hours per week in the Provost's Office.

Benefit Eligible

FLSA: Non-Exempt

Weekly Hours: 35

Minimum Pay: $18.50. Pay commensurate with experience.