Medical School Administrative Assistant, Everett Campus
Title: 105F-YN - Administrative Assistant 2
Business Title: Medical School Administrative Assistant, Everett Campus
Employee Type: Classified
Job Family: Civil Service - OT Eligible
Summary of Duties:
The Administrative Assistant position provides complex and confidential administrative support to the Associate Dean of Clinical Education on the WSU Everett campus. This position is the primary contact for all clinical partners and medical students in Everett, WA and is expected to provide response to all inquiries in a timely manner. This position exercises independent judgement and discretion in work related to the administrative operations of the ESFCOM campus in Everett.
Responsibilities include but are not limited to: providing comprehensive administrative support; coordinating ESFCOM campus operations; maintaining open communication and collaboration among internal and external constituents; composing complex correspondence for the office; serving as the first point of contact for the office; managing the Associate Dean's calendar and travel; maintaining databases; assisting in administrative problem solving; and coordinating special projects for the Associate Dean.
The successful finalist must be proactive, take initiative, be and efficiently responsive, and analyzes. Work and information handled is of a nature regularly requiring confidentiality and the exercise of discretion.
50% - Administrative and Office Management
Provide complex, confidential, administrative support to the Associate Dean by facilitating and coordinating internal and external activities.
Responsible for the management of the Associate Dean's calendar, such as meetings, training, special events etc. Schedules appointments and meetings.
Schedule and coordinate appointments and meetings with individuals and groups within WSU and outside agencies. This includes, but is not limited to, preparing room reservations and arranging phone bridges or video teleconferencing for the Associate Dean and other administrative staff within the college and campus.
Handle all facets of travel for faculty and staff in the department; arrange transportation, pay conference registrations, prepare travel authority forms, collect receipts, prepare travel expense vouchers, submit to the Travel Office using the online e-form system.
Assists Associate Dean with short-term and long-term program/project planning, development and execution of goals and objectives.
Assists the Associate Dean with conceptualizing personnel needs of the ESFCOM Everett Campus. Manages search process for vacant temp/hourly positions.
Prepare meeting materials such as agendas, handouts, and training materials.
Maintain committee meeting schedules and records, and prepare necessary documents for Associate Dean.
Track activities and prioritize incoming paperwork/correspondence for the Associate Dean's review and action.
Prepare narrative and/or statistical reports and compose written communication on behalf of the Associate Dean.
Create, compose and edit technical and / or administrative correspondence, documents, manuscripts, schedules, agendas, and meeting minutes using advanced word processing techniques. Draft letters, track responses, and maintain deadlines. Maintain a desk manual for all activities related to this position.
Develop, monitor and/or maintain a variety of databases and spreadsheets for the Associate Dean's Office; create mail merges for form letters, perform data entry; prepare related reports as requested.
Represent Associate Dean in situations requiring a high level of tact and diplomacy.
Communicate with the Associate Dean during absences to inform of significant activities taking place, as well as actions taken or pending requests for further action.
25% - Clinical and Student Support
Assist the Associate Dean with administrative problem solving, project planning, maintaining deadlines, and execution of stated goals and objectives as outlined in university, college and/or unit strategic plans.
Exercise independent judgment in interpreting and applying rules and regulations to resolve problems; independently advise faculty, staff and students regarding applicable policy and procedures; select/recommend alternative courses of action.
Serves as the liaison between Associate Dean and WSU Everett faculty, staff, students and clinical partners. Relays assignments and status information as necessary.
Assist students and clinical partners with special needs or requests.
Ensure timely response to all clinical partner inquiries, routing to the Associate Dean as necessary.
Maintain membership records for all ESFCOM Everett standing faculty committees.
Manage all logistical matters related to submission, accuracy and completeness of clinical faculty activities.
Maintain accurate list of contact information for Everett clinical partners and administrative assistants.
Conduct research for special projects/assignments, compile pertinent program or fiscal information and prepare reports and/or spreadsheets.
Assist with and/or coordinate special events and/or projects as assigned.
Ensures all student information is secure and held to FERPA regulations and the State of Washington retention laws. Maintains student confidentiality by shredding identifying materials that is no longer needed and does not fall under the retention laws
20% - Operational Support
Serve as the primary point of contact for Associate Dean's office having daily contact with the public, office of senior administrators, faculty college departments, clinicians and other university offices.
Coordinates, organizes, and directs the Associate Dean of Clinical Education office on the WSU Everett campus.
Answer telephones, greet and direct visitors, resolve problems, and respond to inquiries regarding unit services, policies and processes.
Issues news releases on behalf of the Associate Dean's office.
Maintain, monitor and evaluate department and/or grant account budgets, identifying possible problems and initiating corrections.
Participates in budget preparation, budget estimates, and monitors budget status.
Assists in preparing equipment requests.
Assists in planning of office procedures to ensure adherence to policies.
Establish, maintain and process electronic and paper files, records, contact lists, and other documents using spreadsheet and database software.
Order, distribute and monitor office equipment and supplies.
Process and distribute incoming mail and faxes for Associate Dean; prepare and send outgoing mail and faxes as requested.
5% - Other
Perform other related duties as assigned or required.
One year of experience as an Administrative Assistant 1 OR a Bachelor's degree in business administration, public administration, or closely allied field and two years of responsible office experience at the senior clerical level or higher. Clerical 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.
Strong computer skills including proficiency with Microsoft Office Excel, Outlook, PowerPoint and Word.
Strong customer service skills.
Excellent written and spoken communication skills.
Professional experience preparing correspondence, reports and/or presentations.
Experience providing administrative support to an individual or group of individuals at the executive, senior leadership, director and/or manager level.
Possession of valid driver's license by date of hire.
A Bachelor's degree.
Experience in the healthcare industry or higher education industry.
Experience with any or all of the following financial activities: accounts payable, accounts receivable, budget development/maintenance, purchasing, travel, personnel.
Experience assisting in planning and coordinating conferences, events, workshops etc.
Demonstrated experience maintaining confidentiality, exercising discretion, and solving complex problems.
Area/College: Elson S. Floyd College of Medicine Department Name: Everett Clinical Campus, College of Medicine City, State, Zip: Everett, WA 98201 Department Link:
Background Check: This position has been designated by the department to require a background check. Application Instructions: At the time of application, please be prepared to submit a cover letter and resume clearly identifying how you meet the minimum and additional requirements. Within the online application, please include contact information for at least three professional (3) references. Required Documents: Resume and Cover letter
Time Type: Full time
Position Term: 12 Month
WASHINGTON STATE UNIVERSITY IS AN EQUAL OPPORTUNITY/AFFIRMATIVE ACTION EDUCATOR AND EMPLOYER. Members of ethnic minorities, women, special disabled veterans, veterans of the Vietnam-era, recently separated veterans, and other protected veteran, persons of disability and/or persons age 40 and over are encouraged to apply.
WSU employs only U.S. citizens and lawfully authorized non-U.S. citizens. All new employees must show employment eligibility verification as required by the U.S. Citizenship and Immigration Services.
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: 509-335-4521 (v), Washington State TDD Relay Service: Voice Callers: 1-800-833-6384; TDD Callers: 1-800-833-6388, 509-335-1259(f), or email@example.com.
Founded in 1890 in Pullman, Washington State University (WSU) is Washington’s land-grant university with an overarching mission of improving the quality of life for all citizens – locally, nationally, and globally. WSU is committed to innovation and excellence in research and scholarship. WSU has a current enrollment of over 30,000 undergraduate, graduate, and professional students and approximately 6,000 faculty and staff at its five campuses (Pullman, Spokane, Tri-Cities, Vancouver, and Everett), as well as its numerous other locations across the State of Washington and online through its Global Campus.
U.S. News & World Report's 2016 "America's Best Colleges" rankings place WSU in the top 75 public national universities. WSU was one of only three Northwest universities to be placed in the top two tiers, along with the University of Washington and the University of Oregon. WSU is ranked as a "highest research activity" institution by the Carnegie Foundation and is in the top 12 percent of research universities as reported by the National Science Foundation. Also, WSU was recognized by the Carnegie Foundation for the Advancement of Teaching for its engagement activities with i...ts Community Engagement Classification.
WSU employs approximately 6,000 faculty and professional staff and the University deeply values diversity among its faculty, students, and staff. WSU students represent diverse social, economic, and ethnic backgrounds: approximately 10 percent of WSU students hail from outside the state of Washington, and approximately 6.8 percent are international students. WSU annually awards more than $280 million in scholarships and financial aid to approximately 17,000 undergraduate students.