Secretary Senior - Lynnwood

Central Washington University is recruiting a Secretary Senior to join our University Centers team in Lynnwood, 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 $37,152 - $49,116 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 and the Lynnwood University Center and its programs, including 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 referral or information, 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. Assist the Regional Director in training and monitoring the Student Ambassadors. All employees are expected to support CWU's commitment to diversity and to bring and support inclusion into the university environment.

- Provides primary administrative support to the Regional Director.
- Supports any academic programs that are supported through the Lynnwood center; Program Directors/ Coordinators; faculty members; and students.
- Produces and maintains a variety of reports, as needed by the Regional Director in planning, organization and operation of the Lynnwood center.
- Schedules appointments with Program Directors/Coordinators for potential and current students, assists with any forms or processes to change or maintain academic plans.
- Produces letters, meeting notices and agendas, schedules, and other documents from rough drafts, notes, or recordings; takes and transcribes meeting minutes. Proofreads materials.
- Prepares materials for outreach and recruiting events including ordering printing services as needed.
- Maintains, monitors and reconciles departmental budget monthly including departmental credit card. Order office supplies and other purchases.
- Establishes and maintains complex electronic and manual file systems/databases for department records ensuring confidentiality and following records retention policy.
- Coordinates the Lynnwood Center's social, digital and print media.
- Assist the Regional Director in training and monitoring the Student Ambassadors.
- 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.

CWU Lynnwood 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. Sends communication to staff, faculty and students when class/center closures occur.
- Coordinate with Academic Scheduling and departments to reserve classrooms through the Edmonds College System.

- Assists in University Center events.
- Prepares packets for new student orientation.
- Represents Center including preparing materials for outreach and recruiting events and meeting with prospective students.
- Handles incoming and outgoing mail. Ensuring timely distribution of documents for Centers and Ellensburg. Prepares and handles mail for FedEx, USPS, and UPS.
- Oversees equipment inventory control and maintains operation of copy machines and printers.

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.
- 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 and proctor tests as needed.
- Explains graduation/commencement policies to students and faxes graduation applications to the Registrar's office.
- Processes student registration.
- 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, Counseling, and Academic Advising. Sets up multimodal appointments. Faxes and sends documents as needed.
- Refers students, faculty and staff to various departments or staff in the CWU community, within the main campus or other center locations.

- Other duties as assigned

• 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 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 with financial, human resources and/or student data systems such as PeopleSoft 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 social media.
• Demonstrated participation in programs designed to promote inclusion, and a record of promoting inclusivity in the workplace.
• Experience or interest in mentoring students from a variety of backgrounds.

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 35 of the Washington State Classification Listing, which has a minimum annual salary of $37,152 and maximum annual salary of $49,116. 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 - Thursday, 8:00am-6:00pm (1 hour lunch); Friday, 8:00am - 12:00pm / PSE Bargaining Unit 9

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.

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.