Secretary Senior - Wenatchee

Job Summary Central Washington University is recruiting a Secretary Senior to join our University Centers team in Wenatchee, Washington. This role is an important member of our team as they enhance the vision for the University. The part-time 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 $28,857.60 - $38,150.40 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 supports the University's mission by independently performing complex secretarial duties for the Regional Director. This position also provides support for the Wenatchee University Centers and its programs. The duties include compiling reports and data; managing databases; preparing classroom/meeting room schedules; student tuition and fee payments, coordinating office operations; and providing assistance related to multi-faceted quarterly admission and registration processes by helping students and the general public with applications, forms, and other materials requiring knowledge of a variety of University policies and procedures. Position requires attending meetings and events on campus as assigned or requested. 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: - Provides primary secretarial support to the Regional Director. Also supports any academic programs that are through the Wenatchee University Center; Program Directors/ Coordinators; faculty members; and students. - Independently develops and maintains a variety of reports, as needed by the Regional Director in planning, organization, and operation of the Wenatchee University Center, including budget monitoring materials, processing employee paper work and files requisitions and procard purchases. - Schedules appointments with Program Directors/Coordinators for potential and current students, assists with any forms or processes to change or maintain academic plans. - Produce letters, meeting notices and agendas, reports, schedules, test materials, student evaluations, and other documents from rough drafts, notes, or recordings; takes and transcribes meeting minutes. - Prepares materials for outreach and recruiting events including ordering printing services as needed. - Represents the Regional Director and the Center at meetings, events and/or conferences; develops and makes public presentations on program-related topics to recruit new students. - Coordinates quarterly textbook orders. Acts as liaison between faculty and bookstore. Works with publishers to provide desk copies for faculty if needed. - Coordinates class room and quarterly final schedules. Acts as a liaison between faculty and academic scheduling. - Takes pictures and creates spreadsheets to send to Ellensburg (via e-mail) for generation of Connection Cards for staff, faculty, students and student teachers. - Support Center quarterly student facing efforts such as: New Student Orientation, program information meetings, Awards Celebrations and special events. - Resolves problems. CWU Wenatchee Center operational support: - Provides customer service to students, faculty, staff and the general public by phone, email or in-person presenting information regarding University Center programs and conveying general University information. - Maintains opening/closing procedures as well as those working with students, prospective students, faculty and staff. - Processes I-9 forms for new employees and faculty. - Process financial aid verification forms for students. - Compares data from various sources to identify trends, differences, similarities, etc., including prospective student requests to determine program demand in the community, and in current student requests to determine modification of class offerings and services provided. - Coordinates and schedules classrooms, meeting rooms and facilities for special events and meetings both internally and with the Community College. - Inputs classroom assignments in MyCWU. - Assists in University Center events. - Arranges facility and equipment maintenance; ordering equipment and repair as needed. - Prepares and submits various reports for billing and accounting purposes as needed. - Handles incoming and outgoing mail. E nsuring timely distribution of documents for Centers and Ellensburg. Prepares and h andles mail for FedEx, USPS, and UPS. - Oversees equipment inventory control. General student support: - Inform students how to read CAPS and Transfer Credit Reports as needed. - Updates MyCWU database with address changes, advisor changes, major/minor plans, student groups and campus assignment as needed. - Uses spreadsheet to prepare Center Class Schedule. Disseminates schedule to students and submits for publication on center website. - Assists in the coordination and implementation of new student orientations including, providing support in organizing transfer advising. - Establishes and revises student files for academic programs. - Processes copy request forms by faculty. - Processes make-up test forms and proctors tests as needed. - Explains graduation/commencement policies to students and faxes graduation applications to the Registrar's office. - Processes student registration and non-matriculated and state tuition waiver forms. - Assists students and faculty in resolving problems with MyCWU and responding to inquiries regarding MyCWU database information. - Acts as liaison between students and Financial Aid. Sets up Facetime appointments. Faxes and sends documents as needed. Sends communication to staff, faculty and students when class/center closures occur. - Inform students on possible major programs and pre-admission requirements. - Disseminates information regarding tuition and related fees and refund policy. - Maintains records of incoming and outgoing correspondence regarding Dual Admission applications, including faxing applications and transcripts and following up as needed. - Prepares packets for new student orientation. - Represents Center including preparing materials for outreach and recruiting events and meeting with prospective students. - Other duties as assigned. Minimum Qualifications Increasingly responsible clerical/secretarial experience 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 document and retain potentially confidential student and institutional information Administrative support for partner and community events Ability to provide excellent customer service including listening to customers, identifying issues, providing options, fulfilling services and exercising knowledge of procedures to assist others Ability to effectively organize multiple work assignments, which may 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 are essential 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 working in a higher education setting Experience with financial, human resources and/or student data systems such as PeopleSoft, SLATE 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 public presentations and program outreach efforts such as tabling, classroom presentations and hosting prospective student information sessionsExperience with creating social media marketing publications such as CANVA and experience with social media platforms 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 $28,857.60 and maximum annual salary of $38,150.40. 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. (Adjusted per 0.8 FTE) Schedule/Appointment : To be determined at time of hire / Dependent on departments needs / 32 hours a week 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. Representation across Center collocated campus events and community events is anticipated on a regular basis. 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: Monica Medrano Title: Regional Director, Eastside University Centers Email: Monica.Medrano@cwu.edu Phone: (509) 654-8271 Website: www.cwu.edu/about/campus-locations/wenatchee/index.php 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. 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.