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Voiland College of Engineering and Architecture Engineering and Technology Management

Office Assistant III

Summary of Duties

Serve as first point of contact for the ETM distance degree program’s administrative office. Under general supervision, independently perform a wide variety of assignments including maintaining a complex electronic database, arranging and processing travel, purchasing and payroll documents, compiling and producing reports, charts and graphs as assigned.

Job Duties

Clerical Administrative Support: 

  • Serve as first point of contact for students/visitors, and refer to appropriate program representative.
  • Screen and process all incoming mail, including correspondence, publications, and handle all phone calls as appropriate.
  • Review, revise and correct correspondence, minutes and reports composed by others within the program as needed.
  • Coordinate, schedule and manage all appointments for the Director.
  • Responsible for maintenance of departmental filing and record keeping system, and accurate record retention systems.

Inventory

  • Responsible for ordering, receiving and maintaining office inventory and faculty supplies ordering.
  • Maintain property inventory, key inventory roster and records for both physical and electronic locks.

Payroll/Personnel 

  • Prepare and review all time/leave reports for program faculty and staff.
  • Process all permanent and temporary appointment documents for faculty, staff and temporary employees as assigned by Assistant Director. This includes but not limited to: personnel actions, expense assignments, position actions, and temporary employment forms.
  • Act as backup for bi-monthly payroll processing.

Purchasing

  • Prepare and process purchasing requests for on campus and off campus faculty and staff using BPPM guidelines.
  • Reconcile purchasing card account and maintain accurate logs and documentation.

Travel

  • Coordinate travel arrangements, lodging and travel related paperwork for all program faculty, staff and students attending various meetings and conferences as well as for off campus personnel and campus visitors.
  • Process travel expense vouchers using university preferred electronic forms system and adhering to university BPPM rules and regulations.
  • Reconcile central travel card account and maintain accurate logs and documentation.

Budgets and Reporting

  • Use and maintain a computer-based accounting system for accounts receivable/payable, purchasing, payroll, travel and inventory control.
  • Track expenditures and revenue using computerized database and supply reports and charts as requested.
  • Reconcile budgets for state, self-sustaining and extramurally funded grants and contracts.
  • Responsible for processing and presenting information to support budgetary requisitions, program expenditures and other procedures required to maintain program activities.

Other Duties and Responsibilities

  • Assist with meeting and event preparation and scheduling.
  • Interpret and implement university policies and procedures, provide logistical assistance to others.
  • Remain current on appropriate computer applications.
  • Proactive in seeking professional development, conference attendance.

Additional Requirements

  • Experience and proficiency in Microsoft Office Excel and Word.
  • Demonstrated ability to use and assist with office equipment.
  • Demonstrated ability to prioritize work to meet deadlines.
  • Demonstrated interpersonal, written and oral communications skills
  • Demonstrated ability to interact effectively with persons of varying levels of responsibility and experience.

Preferred Qualifications

  • Professional work experience in a higher education environment.
  • Knowledge of WSU Business Policies and Procedures.
  • Experience and working knowledge of WSU applications: AIS, OBIEE and Business Objects.
  • Experience and proficiency in Microsoft Office Access, Powerpoint, Publisher and FileMaker Pro software

Knowledge, Skills, Abilities, or Competencies

  • Broad working knowledge of policies and procedures in a complex academic institution or similar complex organization.
  • Knowledge of standard departmental processes.
  • Knowledge of the University strategic plan, mission, structure, resources, policies and procedures.
  • Demonstrated computer software skills, including the ability to use office software, such as databases, spreadsheets, word processing.
  • Skills in organizing and expressing ideas in oral and written communication.
  • Skill in carrying out clearly defined procedures.
  • Demonstrated interpersonal, written and oral communication skills.
  • Demonstrated ability to effectively operate standard office equipment including computers, phone and electronic messaging.
  • Ability to establish and maintain effective and cooperative working relationships within the department, the university, outside agencies, and other organizations.
  • Ability to maintain confidentiality, to the extent allowed by law.
  • Ability and willingness to share ideas, to be open to the ideas of others, work toward organizational goals and interests.
  • Ability to effectively handle multiple, complex issues in a timely manner.
  • Ability to understand the priorities of the organization.
  • High Tolerance for Change – the ability and willingness to work in WSU’s ever-changing and fast paced environment to solve complex human resource concerns.
  • Strong Customer Service Orientation – the desire and ability to provide friendly and flexible services that resolve concerns in a timely fashion in accordance with the appropriate processes and procedures.
  • Commitment to Diversity – an appreciation of the benefits of a diverse workplace and willingness to take actions to enhance the diversity of WSU.

Mental Requirements

  • Ability to reason logically and make sound decisions, to consider alternative and diverse perspectives, to communicate effectively both orally and in writing, to remain poised under all circumstances, and to interact effectively with people in a positive manner that engenders confidence and trust.
  • Ability to work effectively and efficiently in high stress and conflict situations.
  • Ability to simultaneously address multiple complex problems.
  • Ability to multitask without loss of efficiency or accuracy, including the ability to perform multiple duties from multiple sources.
  • Ability to work and sustain attention with distractions and/or interruptions.
  • Ability to interact appropriately with a variety of individuals including customers/clients.
  • Ability to deal with people under adverse circumstances.
  • Ability to work as an integral part of a team.
  • Ability to maintain regular attendance and be punctual.
  • Ability to understand, remember and follow verbal and written instructions.
  • Ability to complete assigned tasks without direct supervision.
  • Ability to exercise independent judgment and make decisions.
  • Ability to perform under stress and/or in emergencies.
  • Ability to perform in situations requiring speed, deadlines, or productivity quotas.

Unique Work Conditions

  • Occasional travel, night and/or weekend work.

Performance Expectations

  • Quality of Work: Performs assigned duties accurately and thoroughly with high quality; rarely makes errors.
  • Quantity of Work: Completes assigned work within the prescribed time limits, and seeks additional tasks when time permits.
  • Job Knowledge: Understands the organization’s policies, procedures, goals and purpose as required for the job.
  • Working Relationships: Is courteous and works well with customers and co-workers.
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