Administrative Assistant 2 - College of the Science

Job Summary

Central Washington University is recruiting a Administrative Assistant 2 to join our College of the Science (COTS) Dean Operating 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 competitive salary 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 ~8,300 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 seven out of eight years, CWU was a recipient of the prestigious Higher Education Excellence in Diversity (HEED) Award from INSIGHT Into Diversity magazine. RentCafe has also named CWU #13 of the Top 20 Best College Towns in the U.S. in 2025. 

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 and Total Rewards Calculator. 

The Role:

The primary purpose of this position is to carry out, facilitate, and coordinate the office operations for the College of the Science (COTS). As a key member of the Dean's Office team, this position supports front-office operations, academic advising coordination, internal communications, web content, and fiscal processes requiring accuracy, judgment, and independent probole-solving. Reporting to the Associate Dean of COTS, this position works with faculty, staff, students, and external constituents and supports student employees and evolving initiatives. All employees are expected to uphold and contribute to CWU's vision, mission, and values, fostering a culture of student success and institutional excellence.

Job Duties

Dean's Office Operations Support:
- Serve as first point of contact for COTS Dean's Office.
- Provide complex administrative support including maintaining calendar and appointments; assist with correspondence.
- Book COTS events spaces.
- Support reporting and special projects as needed. 
- Sorts and distributes all incoming Dean's office mail; ensures out-going mail is forwarded appropriately. 
- Establishes and maintains complex electronic or manual file systems or database files; coordinates Dean's office recordkeeping; maintains compliance with CWU Records Management policies.
- Prepares or assists in the preparation, compilation, and coordination of reports and records such as financial, equipment usage, purchasing, and inventory. 
- Performs complex word processing tasks such as merging and sorting, integrating text with graphics, spreadsheet, and database files, uploading/downloading and creating footnotes and outlines; uses spreadsheet and database software to develop and maintain records; uses basic statistical software packages; performs simple computer inquiry programming; uses graphics software and recommends appropriate display of information. 
- Receives and maintains office and advising inventory; order supplies through COTS Advising PCard and COTS PCard holder.
- Provides fiscal support of grant and internal budgets related to assigned programs including tracking of expenditures for the purpose of overall budget management, processing timesheets for student employees, and initiating paperwork associated with expenditures. 
- Coordinates travel authorizations and reimbursements. 
- Supports College Events.

Academic Advising Support:
- Act as the primary point of contact for COTS Academic Advising; professionally represents COTS Academic Advising to students, parents, faculty, staff, and external constituents, via phone, email and in person.
- Responds to COTS Advising email inquiries.
- Runs queries for COTS Academic Advising, assigns and drops students form advisor caseloads, and maintains COTS Academic Advisors Bookings pages.
- Helps to maintain COTS and Cots Academic Advising webpages.
- Help students connect to resources, offices, and personnel that can provide support outside of the program.
- Be primary point of contact for new incoming transfer and first-year COTS students.  Ensure students have been contacted and provided with new student information and the process to schedule a meeting with the appropriate advisor.   

Communications & Social Media: 
- Create, manage, and distribute COTS internal and external communications and newsletters.
- Create and post engaging social media content highlighting COTS programs and faculty/student's achievements. 

- Perform other duties as assigned.

Minimum Qualifications

• Experience coordinating project(s)/program(s) and/or experience in a professional office environment.
• Relevant computer skills that demonstrate the ability to use Word, excel, email, and/or similar software applications to produce written correspondence, maintain spreadsheets, receive and respond to email inquiries, tasks, etc. 
• Experience updating website content using a content management system (CMS) and creating or managing professional social media communications. 
• Excellent oral and written communication skills involving a variety of constituents. 
• Strong organizational and interpersonal skills, with attention to detail.
• Demonstrated willingness and/or experience working with faculty, students and/or coworkers from a wide range of abilities, backgrounds and experiences. 
• Ability to effectively organize multiple work assignments involving competing priorities to produce work products that are accurate, of high quality and meet deadlines. 
• OR applicable combination of education and/or experience which demonstrates the ability to perform the essential functions of the job. 

Preferred Qualifications

• Bachelor's Degree in a STEM or social science discipline. 
• Experience working in higher education.
• Experience supporting and mentoring undergraduate students in STEM and social science disciplines.
• Ability to incorporate multicultural perspectives and issues into everyday conversations.
• Demonstrated commitment to improving access to higher education. 

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 Belonging: Values the uniqueness of every individual and fosters an environment where everyone feels respected and empowered to thrive.

Don't meet every single requirement? At CWU, we're committed to creating a welcoming and genuine workplace. If you're excited about this role but your experience doesn't align perfectly with every qualification, we still encourage you to apply. This could be the opportunity you're looking for!

Pay, Benefits, & Work Schedule

Salary: This position is based on the range 41 of the Washington State Classification Listing, which has a minimum annual salary of $43,980 and maximum annual salary of $58,584. 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, using repetitive arm, hand and finger movements. Some stooping, kneeling, bending, crouching, lifting walking, carrying or moving of objects and other movement may be required. 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 and Total Rewards Calculator. 

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.

How To Apply

To apply for this position, you must complete the on-line application and attach:

• A detailed cover letter clearly demonstrating how your education and experience: (a) meet the required (and, as applicable, preferred) qualifications, and (b) demonstrate the ability to perform the responsibilities as described by the posting; 
   
• Resume including work history, education, training; and
   
• Contact information for three professional references.

Screening Begins: March 19, 2025

**Priority will be given to applications received by the screening date. Incomplete applications may not be considered.