Employment opportunities

Position description

Position title: Executive assistant

Reports to: Dean of the college of education and professional psychology

Position summary:

This position provides high level administrative support to the dean of the college of education and professional psychology. Responsibilities include providing and/or coordinating a variety of complex and confidential administrative support services to programs and departments within the college, acting as liaison between programs and departments within the University and Washington State Office of Superintendent of Public Instruction. At the direction of the dean, this position also functions as a point of expertise for PowerPoint related activities and may also serve on different committees within the college and/or university. Also serves as point of expertise for admissions of candidates to all teacher education, school administration, and school counseling programs. In addition, this position prepares required complex/comprehensive reports for institutional, state, regional and national assessment and accreditation needs.

Mission and strategic plan

This position supports Saint Martin’s University’s Strategic Plan and Mission Statement. In a culture inspired by the interaction of faith, reason, and service, our mission is to prepare a community of reflective practitioners who use their knowledge, skills, and dispositions to transform the lives of those they serve.

Level of supervision and supervisory responsibility

General Direction: The employee carries out work assignments in accordance with the policies and objectives established by the supervisor. The employee plans and organizes the work, determines the work methods which will be employed and assists in determining priorities and deadlines. Completed work is reviewed in terms of the employee’s effectiveness in producing the expected results.

Responsibilities and essential functions

Office management

  • Provide front desk reception. Assist persons requiring information, in person, by telephone, email and postal mail regarding application procedures, policies, forms, requirements.
  • Provide clerical support for the dean, including typing, filing, proof reading, photo copying, scheduling appointments and travel arrangements.
  • Prepare evaluation packets, collect syllabi, schedules, and supplied contact information for students to set up their own advising appointments.
  • Prepare overload contracts for college faculty and course contracts for college adjuncts.
  • Assist adjuncts with classroom needs.
  • Address student concerns, problems and needs and/or forward to appropriate person.
  • Prepare and distribute current forms to students, faculty, adjuncts, university personnel.
  • Prepare correspondence.
  • Coordinate, host and order provisions for multiple college events.
  • Schedule, coordinate and prepare minutes for weekly college meetings and monthly Professional Educator Advisory Board (PEAB) meetings.
  • Train and supervise work-study students and volunteer workers.
  • Prepare requisitions for departmental purchases, records, files, monitors monthly budget expenses incurred by college, including grant budgets and reimbursements utilizing finance reports.
  • Act as liaison between academic units, faculty, students and community.
  • Sort, separate, arrange, file, and distribute incoming mail, products, and materials.

Program admissions/student file maintenance

  • Prepare and update application packets for education programs: Undergraduate, Teacher Certification, ESA, Professional Certificate, Added Endorsement, Masters in Education, Masters in Teaching, STAR, School Guidance and Counseling, and School Administration.
  • Maintain correspondence files; process applications and receive and forward fees as appropriate.
  • Supplied contact information for students to set up their own appointments with program directors/faculty/staff.
  • Compile, coordinate and maintain all files for all campuses from application through program completion -Lacey, JBLM, Centralia, Clover Park, Alternate Route (STAR).
  • Maintain archive room and all archived files.

Assessment and accreditation

  • Use PowerCampus and Reports Manager to prepare information for assessment and accreditation reports.
  • Prepare paperwork, correspondence, and coordinate scheduling for college site visits - Professional Educator Standards Board (PESB), Teacher Education Accreditation Council (TEAC), and Northwest Commission on Colleges and Universities (NWCCU).
  • Responsible for tracking WEST-B and WEST-E scores; entered scores into Power Campus as I receive them from students.
  • Assist dean in development/completion of multiple reports including, but not limited to:
    • Annual Assessment Reports: Residency Teacher; MED.
    • WEST-B and WEST-E initial, matching, summary, follow-up reports.
    • TEAC, PEAB, TITLE II institutional, TITLE II state, and PEDS Annual reports.
    • TEAC and PESB accreditation/program approval site visit self-study reports.

Competencies

  • General understanding of Washington Administrative Code relating to education program approval.
  • General understanding of assessment and accreditation requirements for program approval.
  • Excellent written, oral and interpersonal communication skills; attention to detail.
  • Communicate orally with customers, clients, or public in a face-face, one-to-one or group setting.
  • Observe, compare, and monitor data to determine compliance with prescribed operating standards.
  • Produce written documents with clearly organized thoughts using proper sentence construction, punctuation, and grammar.
  • Word processing, spreadsheet and database proficiency for correspondence, data collection and report generation.
  • Maintain strict confidentiality of all office and departmental information.
  • Adapt to changing policy/process as determined by college, state, or national requirements.
  • Must be capable of multitasking and working in a stressful/deadline work environment.
  • Establish and maintain effective working relationships with persons from diverse educational, economic and cultural backgrounds as well as persons with disabilities.
  • Must be supportive of a Catholic, Benedictine philosophy of education.

Minimum qualifications:

  • Associate’s degree with three years of increasingly responsible secretarial experience; Bachelor’s degree preferred.
  • Intermediate proficiency with automated spreadsheets and databases.
  • Successfully pass a criminal background check.

Physical demands:

The physical demands described here are representative of those that must be met by an employee to successfully perform essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

  • Moves objects (less than 20 pounds) long distances (more than 20 feet).
  • Ability to be mobile campus wide for appropriate business needs.
  • Operates a variety of standard office equipment requiring continuous or repetitive arm-hand movements.
  • Reading, writing, speaking, hearing, standing, bending, sitting.
  • Learning and comprehending.
  • Requires visual concentration on detail.
  • Manual dexterity and precision required for keyboarding.
  • Must be able to sit for long periods at a time at a computer.
  • May occasionally be required to deal with distraught people.
  • Must be able to concentrate on details and process complex information while experiencing frequent interruptions.
  • Must be able to communicate effectively with people at all levels under stressful conditions.
  • Must maintain strict confidentiality relating to all issues in the department and the University.

The principles of the Catholic Benedictine tradition, equal employment opportunity, and nondiscrimination are fundamental to the mission, goals, and objectives of Saint Martin’s University. The University does not discriminate in employment or in the delivery or administration of its educational programs, policies, scholarship and loan programs, athletic or other University programs on the basis of sex, sexual orientation, race, color, religion (except as a bona fide occupational qualification for certain select positions), marital status, national or ethnic origin, military or veteran status, age, or disability.

Students or employees with concerns or complaints about discrimination on the basis of sex in employment or an education program or activity, or any other inquiries related to the University's non-discrimination policy, may contact the following individual:

Cynthia Johnson
Director of Human Resources/Title IX Coordinator
5000 Abbey Way SE, Lacey WA 98503
360-491-4700
CJohnson@stmartin.edu

Consistent with the requirements of Title IX of the Education Amendments of 1972 and the regulations adopted under that law, the University has designated the above individual as the University's Title IX Officer, responsible for coordinating the University's Title IX compliance. Individuals may also contact the Office for Civil Rights, U.S. Department of Education, 915 2nd Avenue, Room 3310 Seattle, WA 98174-1099, Telephone: (206) 220-7900, TDD: (206) 220-7907.