Senior Administrative Assistant (1623)

Summary/Objective

Essential Functions

1. Budget and Procurement Management: Facilitates the procurement of all supplies required by the department and the timely payment for any outside vendors. Ensures that all department faculty and staff abide by stated university and College guidelines pertaining to procurement and reimbursement. Provides reports and analysis as requested by the Chair to ensure that the department stays within budgetary guidelines for each fiscal year. Maintains carefully organized and accurate budget/purchasing for the department and ensures that all faculty and staff reimbursements are processed and filed accurately.
2. Personnel Management: Coordinates personnel actions and payments for adjunct faculty, students, and hourly staff. Maintain database of all full-time and part-time (adjunct) faculty. Processes all faculty files for action and reappointment. Assist with faculty searches by maintaining search files and performance any administrative tasks required by the search committee including submitting affirmative action reports, posting ads to various newsletters and publications as noted in the approved affirmative action plan. Processes paperwork for faculty visas in consultation with the Chair. 
3. Office Management: Ensure smooth and efficient operation of WLC main office. Submits maintenance requests in a timely manner, issues and requests keys for department faculty and staff. Maintains a database for all keys within the department according to AU policy. Ensures that departmental filing system is organized. Respond to faculty, staff, and student inquiries/requests in a timely manner.
4. Student Affairs Assistance: Assist with undergraduate and graduate student affairs. Assists students in resolving academic issues and contacting the appropriate office or individual. Assists faculty and students with the graduate financial aid awards process, and maintains a record of awards within WLC.
5. Other Duties: Carry out special assignments for the department Chair as needed.

Position Type/Expected Hours of Work

• Non-Exempt.
• Full time.
• Specialist A.
• This is a union-eligible position.

Salary Range

• $40,633.00 - $45,000.00/year; to commensurate with experience.

Required Education and Experience

• H.S. Diploma or equivalent education, training and experience
• 3-5 Years of relevant experience in an office environment.

Preferred Education and Experience

• Bachelor's Degree or equivalent education, training and experience.

Additional Eligibility Qualifications

• Excellent oral and written communications skills and strong interpersonal and customer service skills. 
• Must be detail-oriented, self-starter with strong leadership skills, able to engage in and contribute to a growing program with a strong team orientation. 
• Demonstrated proficiency in Microsoft Office Word, Excel, and PowerPoint.
• Experience managing complex projects, ability to deal with multiple demands and deadlines.