Academic Administrative Assistant II

Job Description:

Provides administrative support to facilitate the work of the department.

Washington and Lee University actively promotes a dynamic and welcoming environment that allows students and employees of multiple backgrounds 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:

• Answers phones, greets visitors, opens and distributes mail, complies 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.
• Assists administrators and faculty members with word processing, e-mail, Workday, Interfolio, and 25Live.
• Coordinates searches for new hires. Works with Human Resources on all aspects of job posting, confirmation with candidates, campus visits, and final selection phases of process.
• Prepares and uploads highly confidential materials relating to promotion, tenure and pre-tenure reviews of faculty.
• Notifies colleagues of deadlines and annual reminders.
• Manages, requests, and approves room reservations in 25Live.
• Where appropriate, prepares and drafts correspondence on behalf of department. Produces correspondence following standard letter writing etiquette, reviewing drafts for grammar, spelling, punctuation, and content.
• Prepares travel expense reports, other business expense reports, visitor reimbursements, and student reimbursements. Codes university VISA card receipts.
• Purchases office supplies and makes recommendations for related purchases. Organizes and ensures maintenance of office supplies and office equipment.
• Works in conjunction with other Williams School staff to organize, schedule volunteers, and hand out final exams each term.
• Develops and coordinates office processes. Maintains departmental files and records, following standards for length of file retention as posted by General Counsel. Maintains department webpage.
• Arranges locations and catering for meetings and conferences; arranges necessary travel reservations and itineraries; anticipates and prepares background materials needed.
• Coordinates annually with department faculty to select award recipients and prepares related materials. Organizes and administers annual induction ceremony for economics honor society. Coordinates recipient information with financial aid office and dean’s office staff.
• Schedules departmental functions and coordinates refreshments or food where necessary. Works with University Catering and outside vendors and plans setup with University Facilities. Organizes events, conference and group meetings, and arranges for travel and hotel accommodations for group visitors.
• Completes forms and documents. Prepares reports, presentations, mailings, etc. (including using word processing, electronic mail, desktop publishing, etc.), and/or modifies, maintains, or creates spreadsheets and databases for analyzing or managing data. May perform calculations and computations, including basic statistical and/or data analysis.
• Supervises, monitors or coordinates the activities of work study students.
• Other duties as assigned.

Work Schedule: 8:30 a.m. - 4:30 p.m. This position works 35 hours per week.

Minimum Qualifications:

• A High school diploma or equivalent is required (Associate’s Degree preferred)
• Experience working in an administrative support role or a combination of education and experience which would provide a similar level of skill
• Strong records maintenance skills
• Proficiency, or the aptitude to acquire skills, in Microsoft Office Suite, Mac/Apple systems, Adobe Acrobat, Workday, and other applications applicable to the office
• Ability to maintain confidentiality
• Ability to communicate effectively, both orally and in writing

Application Instructions: Review of applications will begin immediately and continue until the position is filled.  A resume and cover letter is required. Upload documents to the Resume/CV upload section of the application. You will be asked to provide names and contact information for three professional references.

Position Type:

Non-Exempt, Full Time, Benefit Eligible

Minimum Pay:

$21.32 - Pay Commensurate with Experience

Washington and Lee is an Equal Opportunity Employer seeking candidates committed to high standards of scholarship, performance, professionalism, and to a welcoming campus community. Job description requirements are representative, but not all‐inclusive of the knowledge, skil