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.