Academic Administrative Assistant II

Job Description:

Provides administrative support to facilitate the work of the faculty and staff in the Department of Theater, Dance, and Film Studies.

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:

• Editing, assembling, photocopying and distributing course-related work.
• Notifying department chair of university deadlines and coordinating class and room schedules. May prepare and draft correspondence on behalf of the department chair. Preparing documents or reports and/or researching administrative issues and providing analysis or summary. Supporting the department chair, and students, as required during course registration.
• Implementing scheduling systems (e.g. Outlook calendar or similar) to establish priorities and schedules and to structure tasks in a productive and efficient manner.
• Managing the day-to-day flow of departmental tasks and communications (front-line responses to questions from the faculty, students, parents, other W&L employees, and visitors; mail, email, telephone response, conduct tours, assist in marketing, proofreading etc.) and contributing to a positive work environment. A consistent record of attendance and punctuality is key to this flow of communications.
• Supporting the production program by proofreading marketing materials and programs, tracking expenses and guest artist fees/paperwork and organizing travel, per diem, housing, and overall itinerary for guest artists and lecturers.
•   Working effectively with colleagues, and especially collaborating as a partner at moments of departmental transition (e.g. new department head, new hires, collaborations with other departments and programs)
• Overseeing work-study students. Assigning and coordinating duties and reviewing their work.
• Maintaining the departmental and program budgets and track spending; this includes handling purchase requests, work requests, purchase orders, disbursement vouchers, travel vouchers, and guest artist payments. Coding all charges made with University Visa Cards.  Creating and updating individual production and guest artist budgets vs actual excel spreadsheets that coordinate with the larger workday budget information.
• Developing and coordinating office processes. Maintaining department and program files and records. Managing office supplies and ordering desk copies of texts.
• Scheduling meetings; when appropriate, record keeping at meetings.
• Planning, scheduling and organizing department and program functions, events and meetings; coordinating catering where necessary. Working some functions that sometimes occur outside of normal working hours.
• Maintain and organize confidential files. Including, but not limited to promotion and tenure files, and faculty searches.
• Coordinating work with Lenfest staff as needed.
• Becoming integrated with the broader activities of the department and understanding the department’s role within the overall University mission.

 

Work Schedule: Monday- Friday, 8:30 am - 4:30 pm. This position works 10 months out of the academic year.

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

Position Type:

Non-Exempt, Full Time, Benefit Eligible

Minimum Pay:

$21.32 - Pay Commensurate with Experience