Administrative Support Coordinator

Under direction from immediate supervisor, and in consultation with the chair, provides various administrative support by maintaining, configuring, and analyzing confidential financial/academic databases, works on special projects (dept. publications, course documentation), prepares special correspondence and develops detailed (often complex) reports, may supervise students and/or staff. Ability to manage multiple tasks and set priorities.

Minimum Qualifications

A high school diploma or GED and two years (FT) of related work experience, OR two years of post-secondary education and one year of (FT) related work experience, OR a bachelor’s degree in a related field. Excellent verbal/communication skills. Experience in writing, editing, and
budget management. Ability to calculate basic math. Working knowledge and skills to utilize current office equipment and a variety of complex software packages. Demonstrated skills/knowledge of additional software may also be required.

WSU TESTING/EXAMINATIONS REQUIRED
None

Preferred Qualifications

Excellent verbal/communication skills

Essential Functions and percent of time:

65% Initiate purchases, printing, maintenance, and repairs in Wright Buy. Maintain records for and complete periodic reconciliation of all expenses and revenue. Maintain spreadsheets in Excel regularly to track expenses, such as faculty professional development funds. Compute and initiate expense and budget transfers. Analyze department budget, prepare reports, and advise department chair on budget and university purchasing policies. Calculate pay amounts and initiate payment forms for faculty and staff by completing Electronic Personnel Action Forms (EPAFS). Prepare and process guest artist contracts. Reconcile in Marketplace web payments. Reconcile procard in Emburse (formerly Chrome River). Prepare bank deposits for donations to foundation.

15% Interpret and advise faculty, staff and students on university travel policy and assist with preparation of travel expense reports in Emburse (formerly Chrome River). Coordinate budget transfers with other departments on campus for student and faculty performances on campus.

10%. Complete annual accreditation reports with department chair as needed. Research and analyze student retention records. Schedule courses and assign dedicated classrooms in coordination with the chair. Update schedule drafts and proofs. Update and maintain Room Schedules in SharePoint. Update Department Retention Schedule. Initiate hiring proposals for new adjuncts in People Admin and assist with administrative work in credentialing process. Provide information to HR for adjunct offer letters each semester.

10% Assist department chair with interviewing and hiring of office staff. Prepare and maintain employee records. Prepare and submit student job postings to Student Employment Office.