Central Washington University
Central Washington University is an Affirmative Action/ Equal Opportunity/Title IX employer committed to providing employment opportunities without regard to race, color, national origin, religion, sex, pregnancy, marital status, sexual orientation, gender identity, age, disability, or protected veteran status.
Full/Part Time Full-Time
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| || Job Summary |
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The Secretary Senior is responsible for providing secretarial support to the chair and coordination of military ceremonies for the Army ROTC unit. This position is responsible for up to four commissioning (cadets sworn in as Army officers) ceremonies per year.
| || Job Duties |
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- Provide information to department chair regarding budgets, scheduling, and university and department policies and procedures. Assist in training new cadre members as necessary.
- Assist chair in gathering data for reports required by the Dean, university, and 8th Brigade.
- Assist chair in creating/maintaining weekly appointment calendar.
- Access system - preparing quarterly class rosters, accessing student information, entering minors, and performing queries; update, print and distribute copies to cadre.
- Coordinate with CWU Motor Pool for vehicle usage for annual cadet training events.
- Ensure that routine administrative tasks (i.e., create/type memorandums, official letters, reports, forms (hard copy and electronic); copy, collate staple, distribute, proofread various documents; send and receive Fax's, etc.) are provided to staff and students.
- Conduct annual departmental property management asset inventory; ensure all departmental equipment/furniture is verified and accounted for with proper tags/labels.
- Order office supplies as necessary.
- Perform receptionist duties (answer/transfer calls on multi-line phone system, greet all visitors, refer all callers and visitors to the appropriate cadre member).
- Maintain excellent working relationship with campus support organizations (Facilities Management, Mail Services, Information Technology Services, Admissions, etc.)
- Independently resolve problems
Ceremonies and Special Events Coordination:
- Organize and coordinate all aspects of quarterly cadet commissioning ceremonies to include:
- Schedule facilities and equipment for event.
- Coordinate for refreshments.
- Ensure appropriate number of cadets are identified to assist with event (narrator, handing out programs, serving of cake and punch, photography, and videotaping of ceremony).
- Gathering pertinent commissionee information (i.e., major, branch, OBC date, officer administering oath, etc.) for inclusion in commissioning program.
- Create and produce commissioning script, program and announcements.
- Ensure appropriate campus VIPs are sent invitations (i.e., major department chairs of cadets being commissioned, CEPS Dean's, Admission's personnel, etc.).
- Prepare and frame commissioning documents to be presented to cadets.
- In conjunction with department Senior Military Instructor (SMI), ensure facility is appropriately set up prior to rehearsal (state flags in place, podium and mike) available, and tables set up for refreshments).
- Compile cadet information for quarterly awards ceremonies certificates.
- Review quarterly Army Physical Fitness Test (APFT) for record score for all cadets to determine which, if any, athletic achievement certificate to produce for presentation to cadets.
- Run report in system to obtain quarterly GPA for all cadets to determine which, if any, academic achievement certificate to produce for presentation to cadets.
- Create and produce all necessary achievement certificates (to include superior cadet in each Military Science class level, cadet recruiter of the quarter, and scholarship award recipients when applicable).
- Ensure department chair and commandant of cadets signs certificates.
- Gather appropriate military award ribbons and include with each certificate for presentation.
- In conjunction with Aerospace Department Program Coordinator, organize and coordinate all aspects of annual Presidential Retreat Day (PDR) Ceremony (this process usually begins mid-January or early February. Event is held mid-May) to include:
* Produce and distribute awards criteria to cadre for cadet recipient determination.
* Contact all participating awards organizations (22 total each department) point of contacts (POCs), by letter or email, informing them of date, time, location, and cadet recipient information.
* Track receipt of awards and contact awards POC's as needed for award/presentation status.
* Format and print award certificates as necessary.
* Schedule facilities and equipment for event.
* Coordinate for refreshments.
* Coordinate for music.
* Create and produce PDR script.
* Create and forward PDR program to CWU Duplicating for production.
* Create and produce PDR announcements and ensure all pertinent people are mailed invitations (i.e., cadet recipient parents, universityand local officials, military officials and retirees, etc.)
* Compile ceremony/recipient news release information and submit to CWU Public Relations and Marketing for media dissemination
* Ensure appropriate number of cadets/cadre are identified to assist with event (narrator, awards organization and presentation assistants, manning of welcome booth, serving of cake, photography, videotaping of ceremony, setup/take down, etc.).
* Create and send out thank you letters to contributing organizations with pictures as appropriate.
Monitoring and Maintaining Budget Data:
- Keep department chair informed of financial status; provide monthly/quarterly/annual budget reports to department chair; assist with the budgeting process to allocate monies within department.
- Project, monitor, reconcile, and approve expenditures on two departmental operating budgets.
- Monitor expenditures on one CWU Foundation account.
- Access, manage, and validate above accounts using PeopleSoft; extract, verify, run and print monthly project summaries, activity status, balance reports, and queries.- Reconcile budget reports against electronic spreadsheets.
- Develop short- and long-term fiscal projections and spend plans for all departmental accounts.
- Implement spending plans for all department budgets prior to fiscal year-end closeout.
- Identify, research, and reconcile/resolve budget issues, problems, & questions with university departments and other funding sources; initiate corrective actions for budget issues/problems; transfer monies with budget changes or charge/credit forms; coordinate with individuals, contact vendors for incorrect orders and adjustments, etc.
- Initiate/approve all requisitions, ProCard transactions, equipment purchases, office supply orders, duplicating requests, facilities repair work orders, travel/registration, and student transfer payroll expenditures.
- Reconcile ProCard expenses online with PaymentNet.
- Attend PeopleSoft training as necessary to keep current on all areas of budget, travel, purchasing, SAFARI, student employment, and Human Resources.
- Maintain budget records; reconcile budget status reports and expense projections; identify proper budget and account.
- Develop/maintain procedures for recording and summarizing all fiscal activity.
- Approving authority for all transactions listed on CWU Signatory Authorization Form.
Army ROTC Administration:
- Provide expertise/guidance/continuity to newly assigned Army ROTC cadre in interacting with university and local offices/organizations.
- Maintain/update CWU Wildcat Battalion, 8th Brigade, Accessions Command, and Cadet Command policy memorandum book as necessary. Ensure current policy memorandums are posted on admin and cadet bulletin boards.
- Maintain continuity procedural binders on various essential duties to include cadre end of tour awards, quarterly cadet awards, additional duty appointment orders, and officer and noncommissioned officer (NCO) evaluation reports.
- Ensure quarterly class schedules are reviewed, modified if necessary, and forwarded through the CEPS Associate Dean for approval to the Registrar's Office by established deadline.
- Notify the Registrar's Scheduling Coordinator of any changes as necessary.
- Prepare and forward any curriculum changes, deletions, or additions to the University Curriculum Committee for approval.
- Review, edit, and submit changes on course descriptions for university catalog (on-line and hard copy).
- Other duties as assigned
| || Minimum Qualifications |
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- Increasingly responsible clerical/secretarial experience OR an equivalent combination of education and experience which clearly demonstrates the ability to perform the essential functions of the job
- 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.
- Ability to work precisely and thoroughly, even through periods of prolonged repetitive work and frequent interruptions.
- Excellent communication, interpersonal and organizational skills abilities
- Ability to effectively organize multiple work assignments, involve competing priorities to produce work products that are accurate, of a high quality and meet deadlines
- Ability to provide excellent customer service including listening to customers, identify issues, provide options, fulfill services and exercise knowledge of procedures to assist others
- Able to proficiently use standard office equipment including, but not limited to computers, printers, copiers, and fax machines. Also, knowledgeable of a variety software packages and their features.
- Attention to detail and strong time management skills
- 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
- Knowledge and/or willingness to learn military procedures and forms, protocol, etiquette, and professional courtesies
- Accountability/Dependability: Accepts responsibility for quality of own work; acknowledges and corrects mistakes. Shows up on time, meets standards, deadlines and work schedules.
- Judgment: 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.
| || Pay,Benefits, & Work Schedule |
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$2377/month with periodic increases up to $3062/month
| Monday - Friday, 8:00am-5:00pm (1 hour lunch)/ PSE Bargaining Unit 4 |
| 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 work station 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. |
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: http://www.cwu.edu/hr/benefits-0
| || How To Apply |
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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; and
- Resume including work history, education, training and contact information for three professional references.
Screening Begins: September 10, 2016
**Priority will be given to applications received by the screening date. Incomplete applications will not be considered.
| || Contact Information |
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Name: Mr./Captain Ian Boyer
Title: Army ROTC Program Executive Officer/ Assistant Department Chair
Phone: (509) 963-3582
Website: Army ROTC
Please contact Human Resources at firstname.lastname@example.org or 509-963-1202 if you require technical assistance with the on-line application process.
| || Conditions of Employment |
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Prior to employment, final candidate(s) will be required to submit to a background check. All information obtained through background investigations will be strictly confidential and revealed only to those required to have access.
This position is part of a Public School Employees of Washington (PSE) bargaining unit. New employees are required to meet the membership requirements of the current collective bargaining agreement within 30 calendar days of employment.
The seniority date for the selected applicant shall be set in accordance with Article 43.2 of the Public School Employees (PSE) collective bargaining agreement.