Office Assistant 3, Health & Wellness Unit

Central Washington University is recruiting an Office Assistant 3 to join our Case Management team in Ellensburg, Washington. This role is an important member of our team as they enhance the vision for the University. The 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 $36,336 - $47,988 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 provides complex administrative support to the Executive Director of Health & Wellness and more general office support for the Office of Case Management. Duties include complex clerical assignments, direct customer service, supervision of student employees, establishing and maintaining records related to student services, coordination with various staff within the Health & Wellness Unit, and responding to inquiries for the Office of Case Management and Health & Wellness Unit. The position will have extensive contact with students, campus departments, and the public. This position maintains positive, close working relationships with other personnel in the division of Student Engagement & Success, including student employees, administrators and other personnel of the University, public agencies and the general public. This position works in a fast-paced office environment with many daily contacts with diverse members of the community. All employees are expected to support CWU's commitment to diversity and to bring and support inclusion into the university environment.

Administrative Support:
- Assist the Executive Director of Health & Wellness with both routine and complex work by planning, organizing, implementing, coordinating and controlling administrative services.
- Support daily operations with the Office of Case Management staff and the Executive Director of Health & Wellness (co-located), including scheduling of appointments, managing calendars, drafting correspondence, processing and filing of reports/files, maintain records, and assist with special projects.
- Manage incoming phone and email communications for the Office of Case Management and the Executive Director of Health & Wellness, ensuring inquiries and requests are effectively addressed.
- Assist with record retention policy and procedure.
- Schedule, attend, and participate in committees and meetings for various staff/stakeholder groups; take notes for weekly Behavioral Intervention Team meetings; complete post-meeting recap and tasks.
- Assist with travel and purchasing as needed, in alignment with departmental and university guidelines.
- Track contracts, funding requests and invoices as needed for the Office of Case Management and the Executive Director of H&W.
- Assist with report preparation by gathering and computing numerical data using spreadsheets and databases. Ensure report clarity and accuracy and refer atypical data or other concerns to leadership.
- Assist as courier for time-sensitive or secure correspondence with other university departments and community partners.

Customer Service:
- Serve as primary point of contact for the Office of Case Management and the Executive Director of Health & Wellness, exercising excellent verbal and written communication while ensuring confidentiality and compliance with university policy.
- Direct requests, resolve problems, and respond to inquiries regarding scheduling, FERPA and other privacy/service standards, upholding regulations and policies relevant to Health & Wellness Unit departments.
- Answer telephone and assist with transferring calls, relaying messages, following up on inquiries, etc.
- Respond to email inquiries regarding various aspects of the H&W Unit, with emphasis on the Office of Case Management.
- Coordinate schedules; make and reschedule appointments as needed.

Supervisor Duties:
- Actively engage in recruitment and hiring new employees.
- Clearly define performance expectations, ensure accountability, and provide ongoing informal feedback, coaching, and mentoring. Conduct formal performance evaluations.
- Ensure employees have necessary resources.
- Oversee and direct the work of staff; serve as mentor, coach, and leader, and resolve complaints or issues.
- Promote professional development opportunities.
- Develop and foster supportive working relationships, motivation and engagement.
- Communicate information to staff on an ongoing basis to influence staff engagement and to be a part of a larger community.
- Take corrective action in a timely manner.
- Recognize and reward employees for good performance.
- Schedule employee work hours/shifts; monitor hours worked; approve payable time and absence requests.
- Adjust leadership style as needed to achieve results.
- Recognize value of and promote a diverse workforce. Value and encourage diverse perspectives, creativity, and teamwork.

- Perform other duties as assigned.

• General office experience or customer/client/patient services experience in a direct service setting.
• Experience or training that demonstrates proficiency in Word, Excel, Outlook, and/or similar software
• Ability to handle stressful situations, make sound decisions, and work calmly while helping others who may be in distress due to extenuating circumstances.
• Excellent communication (verbal and written), interpersonal and organizational skills, including the ability to assist individuals through various university processes and procedures.
• Ability to effectively organize multiple work assignments in a busy office setting, involving competing priorities to produce accurate, high quality and timely work.
• 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

• University-related experience with student information systems such as PeopleSoft and/or other systems relevant to budget/financial tasks, human resources, travel, payroll and purchasing systems.
• Certifications and/or professional development training in mental health, social work, crisis intervention, public health, higher education, or business administration
• Supervisory experience
• Extensive customer service experience communicating effectively and diplomatically with a variety of internal and external clientele inclusive of handling difficult customer service situations and resolving conflicts in a professional manner.
• Experience that demonstrates the ability to work effectively with diverse individuals.
• Ability to incorporate multicultural perspectives and issues into everyday conversations.
• Experience or interest in mentoring students from a variety of backgrounds.
• Life experiences that demonstrate an ability to contribute to CWU's commitment to inclusion and diversity.

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!

Salary: This position is based on the range 34 of the Washington State Classification Listing, which has a minimum annual salary of $36,336 and maximum annual salary of $47,988. 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.

Schedule/Appointment: Monday - Friday, 8:00am-5:00pm (1 hour lunch)

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 work will be performed outside of the office, typically remaining on campus grounds for meetings in other buildings, especially those where other H&W teams are physically located. Some evening or weekend work and/or occasional travel may be required. Communication, verbally and written, is essential to ensure coordination and cooperation among all staff regarding office operations.

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.