To apply for a job at Central Washington University, please go to careers.cwu.edu. Central Washington University is an Affirmative Action/ Equal Opportunity/Title IX employer committed to providing employment opportunities without regard to race, color, national origin, religion, sex, pregnancy, marital status, sexual orientation, gender identity, age, disability, or protected veteran status.
Job ID 1543 Location Ellensburg Full/Part Time Full-Time Regular/Temporary Regular
The incumbent provides clerical/administrative support to the Chair of the Law and Justice Department and is responsible for planning, organizing, and coordinating all administrative and customer services of the department.
- This position monitors budgets, coordinates technology support, oversees expenditure/purchasing/payroll control, manages office workflow, supervises office staff, assists students, records management and report preparation.
Secretarial/Clerical Support: - Maintains supervisor's and/or staff members' calendar(s) and appointments; schedule and arrange meetings and/or classes - Provides clerical support and assistance for department faculty engaged in complex instructional and research programs. - Provides excellent customer service by responding to inquiries about department/University procedures and services, identify issues, providing options, fulfilling services, and applying knowledge and judgement to provide assistance - Serves as a resource for departmental personnel; participate on committees and/or meetings. - Prepares correspondence, meeting notices and agendas, reports, schedules, etc.; proofread material; take notes; maintain all minutes and agendas for meeting(s) - Attends meetings as part of regular duties or on behalf of the chair; transcribes and disseminates notes as needed. - Creates and posts signs and notices of department events including email, social media, University Affairs, and the Observer - Uses PeopleSoft functions to update and maintain class rosters, input grades, enter student and majors information, and perform queries; uses FMS for similar activities regarding budget reports and queries. - Processes departmental transactions; applies departmental/university policies and procedures as they relate to areas such as: payroll, travel, fiscal operations, financial/human resource systems, etc. - Devises and implements internal procedures to comply with rules and regulations, i.e., travel regulations, temporary hiring procedures, student employment, etc. - Adjusts departmental procedures in response to institutional policy change, i.e., new travel regulations, revised scheduling procedures, room booking changes, etc. - Responds to need for administrative or procedural guidance or instructions to faculty and staff and prepares necessary instructions and policy memos under own or chair's signature, i.e., deadlines for submission of course schedules, vendor contract renewals, adjunct contract expiration, grant expiration, etc. - Processes administrative forms from Accounting, Registrar's office, Advising, Computer Services, Telecommunications, Institutional Research, academic dean, Library and other University departments as needed. - Establishes and maintains manual and electronic filing systems for, but not limited to, budgets, payroll, personnel, faculty, course scheduling, grades, assessments, equipment, program review, strategic plan, and other operations/management records - Post information to various electronic or manual records according to procedures and standards; maintain records in accordance with records retention guidelines - Updates quarterly records and reports of faculty load, evaluation, major's and graduate's addresses, email and phone list. - Answers telephone(s); receives and refers visitors including university personnel, students, and/or the public - Screens and distributes mail and messages; distributes records, office supplies and other materials. - Monitors stock of department supplies; place orders as necessary to maintain appropriate supplies on-hand. Researches availability of needed items; obtain quotes, shipping charges. - Prepares and processes travel documents such as travel authorizations, vouchers, advances, etc.; obtain appropriate signatures; make travel arrangements, including lodging, car rentals, and airline tickets, and provides counsel to faculty and students on travel procedures. - Maintains department web pages. - Researches issues as needed. - Performs low level technical support/troubleshooting such as - assisting faculty, students and staff with operations such as data processing, spreadsheets and other software programs - installing software from disc or download from IS - Requests assistance from the IS Service Desk for any issues beyond routine user questions. - Assists with on-boarding of new faculty and staff - serves as department secretary for department searches - coordinates with department and HR to ensure timeliness and success for recruiting processes - updates applicants through the recruiting and hiring process in MyCWU - develops itinerary for campus visits/interviews; arranges travel for interviewees as needed - schedules interviews, reference checks and other communications as needed - assists new employees to complete access request forms, research the access requested, complete access web-form and transmit for approval - maintains search notes and documentation; forwards completed search file to HR
Program Support: - Works with department chair, multiple University Center Directors, Centers support staff and/or other faculty in completion of quarterly schedule; submits schedule on-time based upon deadline set by Registrar's office providing information needed at each deadline. - Works with Chair and/or faculty to make schedule changes, as needed. - Coordinates with faculty regarding course information, time, room assignments, etc. - Researches room availability on Web Viewer or with other academic departments as needed to obtain appropriate facility for classes. - Edits, prepares, and submits catalog copy, course scheduling changes and corrections. - Disseminates schedules to students. - Works with students to find open classes during registration. - Responds to students' questions about courses and programs; refers students to appropriate faculty for advising as needed. - Does initial review of applications for base line admittance levels; reviews potential transfer courses for departmental compliance/acceptance. - Notifies new majors of acceptance/denial into major; sets up file on each new major; assigns faculty advisers to new majors, and notifies faculty member of new assignee. - Enters new majors/minors into safari database; runs safari queries to obtain major and minor information. - Assists with contacting employers and government agencies to help facilitate student cooperative education and/or internship opportunities. - Promotes department on campus and with outside organizations; represents the department at meetings. - Plans and organizes student orientation presentations. - Assists student clubs with organizing activities and community service ventures. - Coordinates and attends student clubs and classroom field trips when needed. - Prepares brochures and handouts regarding departmental requirements and opportunities. - Maintains departmental bulletin board/student job board.
Fiscal Support: - Projects, monitors, reconciles, and initiates expenditures on department budgets; initiates requisitions, ProCard, and travel documents while staying in within budget. - Maintains budget records: reconciles budget status reports and expense projections; identifies proper budget and account; queries, prints, interprets and reads accurately a variety of complicated FMS budget reports which differ depending upon budget source. - Assists chair with developing short and long-term fiscal plans and projections for allocated monies within department. - Develops internal procedures for recording and summarizing fiscal activity, income and expenses; provides accurate monthly reports to appropriate faculty/staff. - With department chair approval, acts as signature authority on all state budgets, ledger 2 and Foundation accounts. - Identifies problems and independently initiates corrective action, i.e., transfer money with budget changes or charge/credit forms, contact appropriate individual to get corrective action initiated and verify its success, contact vendors regarding incorrect orders, etc. - Prepares purchase requisitions, blanket purchase orders; purchases items on ProCard within authorized limits; monitors receipt of items; verifies cost, reconciles on-line with Paymentnet entering correct program and account; maintains accurate retrievable records. - Obtains, compiles and enters payroll data twice monthly and on schedule for staff and student work hours and leave. Makes appropriate arrangements for the entry of this information by Payroll office when out-of-the-office. - Maintains record of student employment awards, hours used, wages received and balances. - Requests contracts from Dean's assistant for adjuncts and verifies documentation and payments are submitted and paid as contracted.
Supervisor Duties: - Actively engages in recruitment and hiring new employees; - Clearly defines performance expectations, ensure accountability, and provides ongoing informal feedback, coaching, and mentoring. Conducts formal performance evaluations; - Ensures employees have necessary resources; - Oversees and directs the work of staff; serves as mentor, coach and leader, and resolves complaints or issues; - Promotes professional development opportunities; - Develops and fosters supportive working relationships, motivation and engagement; - Communicates information to staff on an ongoing basis to influence staff engagement and to be a part of a larger community; - Takes corrective action in a timely manner; - Recognizes and rewards employees for good performance; - Schedules employee work hours/shifts; monitor hours worked; approve payable time and absence requests; - Adjusts leadership style as needed to achieve results; - Recognizes value of and promotes diverse workforce. Values and encourages diverse perspectives, creativity and teamwork
Experience and/or training that demonstrates the ability to use Word, Excel, e-mail and/or similar software applications to produce written correspondence, create and maintain spreadsheets, receive and respond to e-mail inquiries, tasks, etc.
Excellent communication, interpersonal and organizational skills
Ability to provide excellent customer service including listening to customers, identify issues, provide options, fulfill services and exercise knowledge of procedures to assist others
Ability to effectively organize multiple work assignments, involve competing priorities to produce work products that are accurate, of a high quality and meet deadlines
Attention to detail and strong time management skills
OR applicable combination of experience and/or training which demonstrates the ability to perform the essential functions of the position
Experience with financial, human resources and/or student data systems such as PeopleSoft and/or other system(s)
Fiscal experience, training and/or education that demonstrates the ability to monitor and reconcile budgets, budgeting, payroll, travel, purchasing, compile and interpret fiscal data and provide related reports
Experience with social media
Accountability/Dependability: Accepts responsibility for quality of own work; acknowledges and corrects mistakes. Shows up on time, meets standards, deadlines and work schedules.
Judgement: Makes timely, informed decisions. Analyzes options and determines appropriate course of action.
Teamwork: Promotes cooperation and mutual support to achieve goals. Encourages participation and mutual support.
Adaptability/Flexibility: Responds positively to changing business needs and responsibilities. Adapts approach and methods to achieve results; recovers quickly from setbacks and finds alternatives.
Commitment to Diversity: Recognizes the value of diversity and helps create environment that supports and embraces diversity.
Pay,Benefits, & Work Schedule
Salary: $2848/month with periodic increases up to $3700/month
Working Conditions: Work is performed in an indoor office setting with frequent in-person interactions. It is essential to be able to remain at a desk/computer work station for prolonged periods of time, perform extensive data entry and other computer-related tasks and create/maintain filing systems for departmental records. Some evening or weekend work and/or occasional travel may be required.
Benefits : CWU offers a comprehensive benefits package including medical and dental insurance, retirement and optional savings plans, life and disability insurance, along with vacation and sick leave plans depending on employment classification. For additional information please visit: http://www.cwu.edu/hr/benefits-0
How To Apply
To apply for this position, you must complete the on-line application and attach:
A detailed cover letter clearly demonstrating how your education and experience: (a) meet the required (and, as applicable, preferred) qualifications, and (b) demonstrate the ability to perform the responsibilities as described by the posting;
Resume including work history, education, training; and
Contact information for three professional references.
Screening Begins: August 9, 2017
**Priority will be given to applications received by the screening date. Incomplete applications will not be considered.
Name: Paul Knepper Title: Law & Justice Department Chair Email: Knepperp@cwu.edu Phone: (509) 963-3185 Website: Law & Justice
Please contact Human Resources at firstname.lastname@example.org or 509-963-1202 if you require technical assistance with the on-line application process.
Conditions of Employment
Prior to employment, final candidate(s) will be required to submit to a background check. All information obtained through background investigations will be strictly confidential and revealed only to those required to have access.
Located in historic Ellensburg, Washington, Central Washington University is a public four-year university. Home to over 10,000 students, Central has a commitment to hands-on learning and discovery, which takes students beyond the limits of the classroom and books. Central prepares students to become well-educated citizens who are ready for high-demand careers in the workforce and offers over 150 ...undergraduate majors as well as graduate studies programs and research. To prepare and enable students to succeed in a global economy, Central partners with over 30 colleges and universities around the world.CWU is an Affirmative Action/Equal Opportunity Employer/Title IX/Veteran/Disability Employer.