Administrative Assistant 3
The Counseling Center facilitates student success and psychological well-being through culturally sensitive clinical services, outreach, and consultation. The Counseling Center works closely with other student support services and office on campus to provide competent and coordinated assistance to students experiencing emotional and psychological distress and consultation to faculty, staff, and parents of students The Counseling Center assists the educational mission of the university through inclusive services supporting student retention and academic achievement.
This position will provide direct confidential and administrative support to the Director and the two Assistant Directors of the Counseling Center by performing a wide spectrum of administrative functions and operations, including assistance in monitoring budgets and expenditures. The position provides support for personnel administration and manages the administrative office day-to-day operations for all of the department’s professional, classified, and student staff.
Tasks include:
Administrative & Clerical Support for Director, Assistant Directors, and Staff (30%):
- Coordinate daily departmental administrative and clerical operations.
- Schedule Director’s appointments, meetings, room and equipment reservations, and special requests or events.
- Synchronize Director’s Outlook and Titanium (EMR) schedules. Manage, organize, and coordinate all aspects for job recruitment, search procedures, and documentation as Search Coordinator.
- Assist director and staff in preparation, research, compilation and coordination of Counseling Center print and digital media materials, Policies and Procedures Manual, website updates, and reports.
- Coordinate and process all professional travel as department delegate for TEM (Travel & Expense Management).
- Coordinate and manage all special events and speaker contracts.
- Prepare and coordinate staff meeting agenda and minutes. Maintain and prepare archiving according to state archives schedules for client files, budget, contracts, search files, etc.
- Update departmental listings in on-campus and professional directories.
- Perform complex word processing tasks such as merging, sorting, email tasks, creating and maintaining flyers, integrating text and graphics, and post legacy documents in shared drives.
Front Desk Oversight tasks (30%):
- Provide oversight of front desk operations for the Counseling Center.
- Interpret, implement, and revise policy and procedures relating to administration of the front desk operations.
- Provide relief coverage of the front reception desk (covering Patient Services Coordinator breaks, lunch, illness, vacation)
- Schedule appointments using the Counseling Center electronic records system, process registration and intake forms, triage phone calls and confirm student eligibility for Counseling services using the student information system, upload reports into EMR from after-hours crisis provider.
Financial Operations - Purchasing & Budget (20%):
- As a limited budget authority, utilize One Card, WWU Marketplace and other approved purchasing methods for purchases in compliance with WWU / WA State purchasing policies/procedures. Purchases include services, computers, equipment, furnishings, and supplies.
- Renew annual subscriptions and licenses.
- Arrange for building maintenance and transport services as needed. Maintain inventory/record of computers, equipment, and keys. Act as department liaison with to other CHW depts. and WWU Purchasing, Contract Services, Accounting, Travel, Facilities, etc.
- Contact appropriate offices or vendors to purchase printed materials and coordinate dept. requests for software, hardware, and technological support services. Create and process reimbursements, vendor payments.
- Monitor the center’s operating budgets (state, foundation, and self-sustaining) and advise Director of any budgetary concerns or savings. Reconcile expense transactions with source documents and WWU financial reports.
- Research transaction details and prepare monthly reports. Use WWU systems to look up financial/purchasing/HR data and run standard reports.
- Assist with providing documents for HR or financial audit requests.
- Track expenses and prepare internal reports on professional development activities and licensing for staff and the dept.
Coordinate Logistics & Support for the Counseling Center (10%)
- Request and arrange room requests, travel or meeting arrangements, parking and meals for guests, professional development workshop registration, professional licensure renewal, and reimbursements.
- Create, track, and expedite personnel forms for the department. Assist in orienting new employees and interns; set-up computer, telecom, and travel, and payroll accounts.
- Prepare, approve, and expedite routing/authorization of departmental e-sign forms and monitor group mailbox to include all necessary supporting documents, forms, and signatures.
- Coordinate renovation and scheduled maintenance of the CC physical space.
- Coordinate and authorize equipment repair, renovation, and replacement.
Time Reporting (10%)
- Manage and track staff leave time and reporting; process and document all professional and classified leave request forms.
- Maintain current updates in the EMR program to reflect staff leave and time away.
- Process staff timesheets, maintain accurate documentation of work time of temporary hourly and student employees, and coordinate time sheet approval.
- Ensure compliance of handbook or contract rules and departmental and payroll policies and procedures for requesting and submitting leave time and/or additional work hours
Required Qualifications:
- High School graduate or equivalent
- Four years of increasingly responsible full-time experience providing secretarial, administrative and/or budgetary work
- Demonstrated experience with Adobe Creative Cloud software or similar: please list achieved skill level in each familiar application
- Demonstrated ability to exercise excellent professionalism, judgment and confidentiality
- Demonstrated proficiency in MS Office Word, Outlook, and Excel
- Excellent interpersonal and written communication skills
- Demonstrated ability and sensitivity in working effectively with people of diverse backgrounds and perspectives
- Demonstrated commitment to work collaboratively as a positive team member and foster a cooperative, welcoming, inclusive, and affirming work environment
Preferred Qualifications:
- Bachelor’s degree
- Experience with Banner (login and viewing forms/reports), Millennium FAST Finance and HR software, PageUP
- Experience with WWU travel system
- Work experience in setting requiring strict confidentiality and familiarity with FERPA and HIPAA
Salary Range 42: $39,528 - $51,432 per year
A cover letter and resume are required and should address your experience related to the position responsibilities and the required and preferred qualifications. Please include the names and contact information of three professional references.
Position closes 08/12/2021 at 11:55 pm
Western Washington University (WWU) is an equal opportunity and affirmative action employer committed to assembling a diverse, broadly trained faculty and staff. Women, minorities, people with disabilities and veterans are strongly encouraged to apply. Please visit our job posting site for detailed information.