Department Secretary

Job Summary Central Washington University is recruiting a Department Secretary ( Secretary Senior) to join our Education, Development, Teaching & Learning (EDTL) team in Ellensburg, Washington. This role is an important member of our team as they enhance the vision for the University. The role is a campus-based position, which means you get to see the lives you are impacting. We're offering a salary, depending on experience, from $36,072 - $47,688 annually plus the awesome CWU benefits. Who we are: We are a team of individuals committed to Changing Students' Lives. No matter what job, each of us plays a part in supporting and empowering our students to fulfill their dreams. Working in higher education provides career growth and career choice. Think of a university campus like a mini city, operating across 380 acres. You'll find diverse academics, libraries, athletics and sporting events, full service and quick serve dining, conferences and events from small to large, recreation centers, housing, health services, police and public safety for the campus population of ~10,000 students. Central Washington University has been named a Fulbright U.S. Scholar Program Top Producing Institution for the 2022-2023 academic year. In addition, for the seventh time in eight years, CWU is a recipient of the prestigious Higher Education Excellence in Diversity (HEED) Award from INSIGHT Into Diversity magazine. Come join us on our journey to encourage, inspire, and create spaces where all identities thrive on campus. Tour our campus in Ellensburg here. www.youtube.com/watch?v=HjdhOegDa9A . What we offer: Our investment in you begins the day you join our team, a healthy and successful future for you is important to us. We offer medical, dental, life and disability insurance, retirement and optional savings plans, tuition assistance for you and your dependents, discounts across town, an employee assistance program for individualized counseling, and a wellness incentive program. Learn more: Benefits, Perks, and Leave . The Role: This position's primary responsibility is to provide varied and complex secretary duties and support to the department chair as well as supporting undergraduate/graduate programs within the department and maintaining budget records. This includes creating analytical reports; monitoring and maintaining grant budgets and activities; monitoring deadlines for event and activities; recording department meetings, calendaring, correspondence, records retention, ordering supplies; making travel arrangements, and answering phones and questions. All employees are expected to support CWU's commitment to diversity and to bring and support inclusion into the university environment. Job Duties Secretarial Support: - Coordinate office operations; - Independently plan, organize and prioritize work; - Resolve problems; - Establish office procedures, priorities and deadlines; - and may represent department chair in their absence. Communication: - Serve as the primary point of contact for the department: greet people, answer phones, receive inquires and respond/refer appropriately. - Create and format various documents using available tools such as Word, Excel, Publisher, PowerPoint, Adobe, Canva and other database software. - Research, collect data, organize, and prepare a variety of reports. - Screen and distribute mail and messages. - Document department schedule of courses, revise as needed with information from department chair. - Attend monthly support staff meetings as provided by the dean. - Maintain, revise, and create content for department promotion including website, social media, digital signage, and informational flyers. - Interface between Department Chairperson and CWU Web Services on significant revision. - Monitor department webforms disseminate information to appropriate parties. - Mail/ship information and/or materials as needed. Student Support: - Provide students with programmatic materials. - Process Major/Minor declarations. - Assist chair, instructors, and students with registration permissions as needed. - Acquaint students with advisor(s). Record Keeping: - Establish and maintain complex electronic and manual file systems/databases for department records, including files for: personnel, student academics, meeting materials. - Ensure confidentiality of records as required by applicable policy. - Maintain equipment inventory. - Track student enrollment as needed. - Perform key audit as requested. - Update hiring system: Initiate, track, update position searches, and enter job offers for student, temp and/or quarterly Non-Tenure Track (NTT) faculty. Faculty Support: - Processes travel authorization requests and expense reports. - Make travel arrangements as needed including motor pool reservations, other transportation, and lodging. - Process membership and registration payments for conference attendance. - Ensure faculty have textbook desk copies. Facilities and Equipment: - Determine office space availability to be assign at the direction of the chair. - Prepare key authorization forms. - Maintain operation of copy machines and printers. - Complete Facilities work orders as requested by the chair. - Order and maintain office supplies and equipment following established policies and procedures at the direction of the chair. - Facilitate scheduling of shared areas such as conference rooms and gathering spaces. - Attain parking passes for guests as needed. Fiscal Support: - Maintain, monitor, and reconcile budgets and fiscal records including departmental: budgets, credit card, and faculty Professional Development Funds. - Identify budgetary and fiscal record inconsistencies, inform chair, initiate corrections as needed. - Prepare and submit expense transfers when approved by department chair. - Assist department chair and program coordinators with forecasting annual budgets. - Update department budget forecasts in CWU budgetary systems. - Review estimates, analyze expenditures, budget status reports and inform the department chair and/or course fee instructors of financial status. - Prepare list of quarterly NTT faculty for contract requests to dean's office. - Research products for cost, durability, availability, department need, and state guideline (when applicable). - Produce labor distribution report. Event Coordination: - Prepare for department meetings, schedule rooms, invite attendees, prepare agendas, set-up space/equipment, distribute materials, record minutes. - Schedule facilities and any equipment for retreats or events. - Plan and coordinate light refreshments. - Ensure appropriate campus members are invited. - Prepare any published materials and announcements for events. - Assist other departments when necessary. - Assist with promotional activities/events. - Support positions searches: coordinate with search committee chair, schedule events, reserve facilities, communicate with applicants, arrange, and process travel, arrange for refreshments. - Perform other duties as assigned. Minimum Qualifications Increasingly responsible clerical/secretarial/fiscal experience. Experience 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. Ability to work precisely and thoroughly, even through periods of prolonged repetitive work and frequent interruptions. Excellent communication, interpersonal and organizational skills, including direct clear, and timely communication. 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. Able to proficiently use standard office equipment including, but not limited to computers, printers, copiers and fax machines. Attention to detail. Demonstrated willingness and/or experience working with students and/or co-workers from a wide range of abilities, backgrounds and experiences. OR applicable combination of education and/or experience which demonstrates the ability to perform the essential functions of the position. Preferred Qualifications Experience in higher education. Experience with financial, human resources and/or student data systems such as PeopleSoft and/or other system(s) that demonstrates the ability to monitor and reconcile budgets, payroll, travel, purchasing, compile and interpret fiscal data and provide related reports. Experience with Adobe, Drupal (or other website software) and Docusign. Experience with social media. Demonstrated participation in programs designed to promote inclusion. A record of promoting inclusivity in the work environment. Experience or interest in mentoring students from a variety of backgrounds. Ability to incorporate multicultural perspectives and issues into everyday conversations. Life experiences that demonstrate an ability to contribute to CWU's commitment to inclusion and diversity. Potential to mentor and educate students who will serve diverse populations. Demonstrated commitment to improving access to higher education for students through various activities. Competencies 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. Don't meet every single requirement? At CWU we're dedicated to building a diverse, inclusive, and authentic workplace, so if you're excited about this role but your experience doesn't align perfectly with every requirement, we encourage you to apply anyway. This may be the job for you! Pay, Benefits, & Work Schedule Salary : This position is based on the range 35 of the Washington State Classification Listing, which has a minimum annual salary of $36,072 and maximum annual salary of $47,688. 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 candidate's current experience, education, skills, and abilities related to the position. Schedule/Appointment : Monday - Friday, 8:00am-5:00pm (1 hour lunch) / PSE Bargaining Unit 4 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 workstation 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 Benefits, Perks, and Leave . An employee of CWU may be eligible for the Public Service Loan Forgiveness Program if the employee has student loans. To learn more, visit: https://ofm.wa.gov/state-human-resources/public-service-loan-forgiveness-program . 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: March 14, 2024 **Priority will be given to applications received by the screening date. Incomplete applications may not be considered. Contact Information Name: Teresa Walker Title: Department Chair Email: Teresa.Walker@cwu.edu Phone: (509) 929-1359 Website: www.cwu.edu/academics/teaching-learning/ Please contact Human Resources at hr@cwu.edu or 509-963-1202 if you require technical assistance with the on-line application process. Conditions of Employment Background Check/Reference Check Process: Prior to employment, final candidate(s) will be required to sign a Sexual Misconduct disclosure in pursuant to RCW 28B.112.080 and submit to a background check. All information obtained through background investigations will be strictly confidential and revealed only to those required to have access. This position is part of a Public School Employees of Washington (PSE) bargaining unit. The seniority date for the selected applicant shall be set in accordance with Article 43.2 of the Public School Employees (PSE) collective bargaining agreement. Notice to Prospective Employees: Affirmative Action/Equal Opportunity Statement Central Washington University is an EEO/AA/Title IX Institution. Central Washington University's policies and practices affirm and actively promote the rights of all individuals to equal opportunity in education and employment. Discrimination on the basis of race, color, creed, religion, national origin, sex, sexual orientation, gender identity and gender expression, age, marital status, disability, or status as a protected veteran is prohibited. The university provides an internal procedure for reporting discrimination and affords protection against retaliation for participating in the complaint process. Central Washington University complies with all applicable federal, state, and local laws, regulations, and executive orders including when soliciting bids and in the fulfillment of all contracts with governmental agencies. Direct related inquiries to Civil Rights Compliance , 202 Barge Hall, Ellensburg, WA 98926-7501; Telephone 509-963-2050; or email crc@cwu.edu. DEI Statement Justice, equity, diversity, and inclusion are all core to CWU's mission, vision and values to increase access to higher education for everyone regardless of identity. At CWU we work to ensure everyone's voice is not only heard but recognized and valued. We consistently strive to provide a safe, welcoming, and forward-thinking institution for all employees, students, and community members. Reasonable Accommodations Central Washington University provides reasonable accommodations to qualified individuals with disabilities who are employees or applicants for employment. Employment opportunities will not be denied because of the need to make reasonable accommodations for a qualified individual with a disability. If you need assistance or accommodation in applying because of a disability, please contact Human Resources at HR@cwu.edu or call 509-963-1202. This job announcement and other material on this site will be made available in alternate formats upon request to an individual with a disability. Annual Security and Fire Safety Report (Clery Act) For the Central Washington University Annual Security and Fire Safety Report (i.e. Clery Report) which includes statistics about reported crimes and information about campus security policies, available online here or call CWU Police and Parking Services at 509-963-2959 for a paper copy.