Administrative Assistant 2

Online applications must be received before 11:59pm on:

If a date is not listed above review the Applicant Instructions below for more details.

Available Title(s):

Business Title:

Employee Type:

Position Details:

Summary of Duties:

This position provides direct administrative and fiscal support for theWashington State University (WSU)Puyallup Research and Extension Centers (PREC) programs and business & facilities operations. This position serves as the initial point of administrative contact for all internal and external constituencies such as new employees and graduate students otherWSUunits both in Pullman and throughout the state; and with federal state county and local government agencies and the community at large. This position assists the Director Associate Director Facilities and Maintenance Operations (FMO) Manager and Finance Team in a broad range of responsibilities related to the activities and operations ofWSUPREC and performs or helps coordinate a variety of administrative fiscal and outreach activities for thePRECAdministrative Team. Responsible for event coordination facilities rentals and equipment and space inventory. Performs a variety of complex and varied financial and purchasing support functions. The positions responsibilities include initiation and successful implementation of tasks and deadlines that are detail-oriented punctual reliable and delivered with excellent customer service. This position coordinates a broad range of responsibilities related to the activities and operations ofWSUPRECs research Extension and educational programs with the highest level of efficiency and attention to detail to plan and execute a broad far-reaching array of events services and activities to engage prospective and current students stakeholders donors and alumni in the South Puget Sound region. This position requires a high degree of professionalism independent judgment and decision-making confidentiality discretion and strong organizational and communication skills.

Administrative Support 25%

• Serve as the initial point of direct contact with the Director and Associate Director and act as a unit liaison with other university offices departments colleges and faculty as well as with local county state and Federal government agencies.

• Interact with diverse external stakeholders in situations requiring a high degree of knowledge tact diplomacy and confidentiality on the Director and Associate Directors behalf.

• Develop and provide to others information on services and functions performed by the unit and maintain a current working knowledge of ongoing activities and projects being conducted by the unit.

• Determine the approach or action to take in non-routine situations by interpreting State University and Unit guidelines procedures policies and practices.

• Actively assist in administrative problem-solving program/project planning development and execution ofWSUPuyallupRECgoals.

• Organize and facilitate meetings and special events and activities such as campus visits on-site tours and special public events forWSUPuyallupREC.

• Coordinate with all duties relating to community outreach and engagement events.

• Provide clerical support for search committees andOPDRSdata entry as required.

• Process I-9s for new employees and graduate students.

• Complete onboarding for all new personnel at the Center including distributing new employee/grad student announcements and photos.

• Triage and assign incomingFMOwork orders.

• Coordinate equipment inventory and surplus processing forPREC.

• Manage Motor Pool reservation system and associated record keeping.

Fiscal Support 25%

• Coordinate purchasing activities for the unit ensuring compliance with University policies and procedures.

• Track all purchases to ensure correct delivery and payment resolve discrepancies if necessary.

• Communicate with customers faculty/staff/students on receipt of purchasing request and respond to purchasing related questions in a timely manner.

• Select most efficient method for purchase; verify purchase is allowable and the availability of funds.

• Obtain expenditure approval and place order as appropriate within 24 hours of receipt.

• Maintain purchase pending files.

• Collect invoices receipts list of attendees and other required forms and match to purchase orders etc.

• NotifyWSUAccounts Payable of completed orders as appropriate and file purchase documentation in pending files for reconciliation.

• Work with grant and finance team and faculty to resolve purchasing errors and prepare accounting adjustments as appropriate.

• Purchasing Card transaction verification ensuring all required receipts and documentation are present and processed in Workday.

• Renew blanket authorizations as appropriate and maintain blanket vendor list.

• Process off-campus vendor invoices for payment as requested.

• Work with department staff/faculty to verify receipts of merchandise/services and to verify appropriate budget coding.

• Maintain Purchasing Card check-out logs and prepare temporary delegation authorizations as required.

• Maintain department invoice logs to avoid payment duplication.

• Process service center billing.

• MaintainFMOwork order system and associated budget details.

• Prepare reports to justify fiscal requests and/or needs.

• Develop and generate specialized reports using the parameters given for the project.

• Assist administrative and finance leadership team with fiscal projects and perform other clerical duties.

• Advise staff/faculty on allowable expenditures.

• Ensure adherence to sponsor Federal andWSUpolicies and procedures regarding purchasing and travel.

• Assist with reconciling fuel charges on a monthly basis ensuring all required receipts are present; verify/assign budget coding using vendors on-line reporting system.

Event Coordination and Scheduling 25%

• Organize and facilitate meetings community engagement and other special events and activities such as campus visits on-site tours and special stakeholder or public events forWSUPRECin conjunction with the Director and the General Admin Team.

• Serve asPRECEvent Coordinator for all events hosted atPREC.

• Develop and implement special events and outreach programs.

• Coordinates event planning logistics and execution for all community outreach and engagement events.

• Utilize corresponding budgets and initiate and/or approve expenditures.

• Manage the scheduling of theWSUPRECAllmendinger Center conference rooms classrooms and graduate student housing in accordance with Center and university rental and reservation policies.

• Prepare rental use agreement contracts process invoices and collect rent. Ensure the events checklist is completed for all events hosted in the Allmendinger Center.

• Provide troubleshooting AV support for meetings classes and conferences.

• Resolve a variety of complex and confidential scheduling and contact issues arising for thePRECAdministrative Team on a day-to-day basis.

• Schedule meetings and make other arrangements as needed.

• Manage the class scheduling for allWSUPRECgraduate student courses instructor-led courses and otherWSUcourses and educational activities taught atPREC.

Communication 15%

• Prepare agendas and meeting minutes for administrative staff and faculty meetings.

• Assemble content forPRECnewsletters weekly updates and other internal and external communications.

• Provide assistance to and notifications regarding all arriving/departing graduate students and employees. Complete onboarding for all new personnel at the Center.

• Assume primary responsibility in managing preparing and updating website lobby display and related documentation brochures manuals handbooks and press releases while working in conjunction withCAHNRSCommunications andPREC/NWRECGraphic Designer.

• Obtain provide and summarize pertinent information in response to constituent inquiries.

• Compose responses to letters emails memorandums and verbal requests for Center and Program administration.

• Send email reminders for Center meetings seminars and special events.

• Perform photography and videography for dissemination as media outputs forPRECevents and tours.

Other 10%

• Other related duties as assigned or as become necessary.

• Distribute mail daily and assist with proper shipping and receiving.

• Inventory and order office supplies provide Xerox troubleshooting support and keep copy room organized.

• Maintain various record-keeping systems and reports as needed.

Required Qualifications:

• One year of experience as an Administrative Assistant 1 OR a Bachelors degree in business administration public administration or closely allied field and two years of responsible office experience at the senior clerical level or or office work experience may be substituted for education on a year-for-year basis. Graduate study may substitute for experience on a year for year basis.

• Experience coordinating events.

• One year of full-time experience fiscal support.

• Experience working with students stakeholders alumni volunteers and/or other constituent groups.

• Demonstrated proficiency with Microsoft Office applications including Word Excel Outlook and PowerPoint.

Preferred Qualifications:

• Experience withWSUmainframe applications systems.

• A commitment to diversity equity and inclusion.

• Demonstrated ability to effectively communicate orally and in writing.

• Experience troubleshooting A/V event systems.

• Experience in or knowledge of higher education environments.

Additional Information:

This is a full time (100% FTE) permanent position. This position is overtime eligible.

Monthly Salary: $3239 to $4299 Range 37 Steps A-M Successful candidates are typically hired at the beginning of the salary range and receive scheduled salary increment increases in accordance with WAC 357-28.

In accordance with RCW 49.58.110 the above salary reflects the full salary range for this position. Individual placement within the range is based on the candidates current experience education skills and abilities related to the position.

Benefits: WSU offers a comprehensive benefits package which includes paid sick and vacation leave; paid holidays; medical dental life and disability insurance package for employees and dependents; retirement; deferred compensation optional supplemental retirement accounts; training and development; and employee tuition waiver. For additional information please review the detailed Summary of Benefits offered by WSU for Classified staff and Total Compensation.

Area/College:

College of Agricultural Human and Natural Resource Sciences (CAHNRS)

Department Name:

WSU Puyallup Research and Extension Center

Location:

Puyallup WA

Application Instructions:

Applicants must upload the following required documents to their online application. Application materials should clearly communicate how the applicant meets all required qualifications and additional requirements.

1) Resume
2) Cover Letter

External candidates upload all documents in the Application Document section of your application.

Current WSU Employees (internal candidates) before starting your Workday application please use these instructions to update your education and experience in your worker profile in Workday. Internal candidates upload all documents in the Resume/Cover Letter section of your application.

Documents may be submitted as one file or separate files. Applicants are encouraged to upload as a PDF if possible.

Reference contact information will be requested later in the recruitment process through Workday.

Background Check: This position has been designated by the department to require a background check because it requires access to children or vulnerable adults as defined by RCW 74.34 engages in law enforcement requires security clearance interacts with WSU students in a counseling or advising capacity has access to personal identifying and/or financial information unsupervised access to university buildings/property or other business-related need. A background check will not be completed until an initial determination of qualification for employment has been made.

Time Type:

WSU is committed to providing access and reasonable accommodation in its services programs activities education and employment for individuals with disabilities. To request disability accommodation in the application process contact Human Resource Services: (v) Washington State TDD Relay Service: Voice Callers: 1-; TDD Callers: 1- (f) or .

Notice of Non-Discrimination

In matters of admission employment housing or services or in the educational programs or activities it operates WSU does not discriminate or permit discrimination by any member of its community against any individual on the basis of sex race color national or ethnic origin physical disability mental disability sensory disability use of a trained service animal age religion creed genetic information marital status sexual orientation gender identity protected veteran status honorably discharged veteran member of the military or immigration or citizenship status except as authorized by federal or state law regulation or government contract.

Inquiries about the application of federal and state laws and regulations (including inquiries regarding the application of Title IX ADA/Section 504 and implementing regulations) as well as reports and complaints of discrimination and harassment can be made verbally or in writing to WSUs Compliance and Civil Rights the Department of Educations Office of Civil Rights or both.

More information resources and contact information are available here: