Administrative Assistant 2

Online applications must be received before 11:59pm on:
June 29, 2025
If a date is not listed above, review the Applicant Instructions below for more details.

Available Title(s):
105F-YN_CS_NPS - Administrative Assistant 2

Business Title:
Administrative Assistant 2

Employee Type:
Classified

Position Details:

Summary of Duties:

This position provides direct administrative and fiscal support for the Washington State University (WSU) Puyallup Research and Extension Center's (PREC) programs and business & facilities operations. This position serves as the initial point of administrative contact for all internal and external constituencies, such as new employees and graduate students, other WSU units both in Pullman and throughout the state; and with federal, state, county, and local government agencies and the community at large. This position assists the Director, Associate Director, Facilities and Maintenance Operations (FMO) Manager, and Finance Team in a broad range of responsibilities related to the activities and operations of WSU PREC, and performs or helps coordinate a variety of administrative, fiscal, and outreach activities for the PREC Administrative Team. Responsible for event coordination, facilities rentals, and equipment and space inventory. Performs a variety of complex and varied financial and purchasing support functions. The position's responsibilities include initiation and successful implementation of tasks and deadlines that are detail-oriented, punctual, reliable, and delivered with excellent customer service. This position coordinates a broad range of responsibilities related to the activities and operations of WSU PREC's research, Extension, and educational programs, with the highest level of efficiency and attention to detail, to plan and execute a broad, far-reaching array of events, services, and activities to engage prospective and current students, stakeholders, donors, and alumni in the South Puget Sound region. This position requires a high degree of professionalism, independent judgment and decision-making, confidentiality, discretion, and strong organizational and communication skills.

Administrative Support | 25%

• Serve as the initial point of direct contact with the Director and Associate Director and act as a unit liaison with other university offices, departments, colleges, and faculty as well as with local, county, state and Federal government agencies.
  
• Interact with diverse external stakeholders in situations requiring a high degree of knowledge, tact, diplomacy, and confidentiality on the Director and Associate Director's behalf.
  
• Develop and provide to others information on services and functions performed by the unit, and maintain a current working knowledge of ongoing activities and projects being conducted by the unit.
  
• Determine the approach or action to take in non-routine situations by interpreting State, University and Unit guidelines, procedures, policies and practices.
  
• Actively assist in administrative problem-solving, program/project planning, development, and execution of WSU Puyallup REC goals.
  
• Organize and facilitate meetings and special events and activities such as campus visits, on-site tours, and special public events for WSU Puyallup REC.
  
• Coordinate with all duties relating to community outreach and engagement events.
  
• Provide clerical support for search committees and OPDRS data entry as required.
  
• Process I-9s for new employees and graduate students.
  
• Complete onboarding for all new personnel at the Center including distributing new employee/grad student announcements and photos.
  
• Triage and assign incoming FMO work orders.
  
• Coordinate equipment inventory and surplus processing for PREC.
  
• Manage Motor Pool reservation system and associated record keeping.
  

Fiscal Support | 25%

• Coordinate purchasing activities for the unit ensuring compliance with University policies and procedures.
  
• Track all purchases to ensure correct delivery and payment, resolve discrepancies if necessary.
  
• Communicate with customers, faculty/staff/students on receipt of purchasing request and respond to purchasing related questions in a timely manner.
  
• Select most efficient method for purchase; verify purchase is allowable and the availability of funds.
  
• Obtain expenditure approval and place order as appropriate within 24 hours of receipt.
  
• Maintain purchase pending files.
  
• Collect invoices, receipts, list of attendees, and other required forms and match to purchase orders, etc.
  
• Notify WSU Accounts Payable of completed orders as appropriate, and file purchase documentation in pending files for reconciliation.
  
• Work with grant and finance team and faculty to resolve purchasing errors and prepare accounting adjustments as appropriate.
  
• Purchasing Card transaction verification ensuring all required receipts and documentation are present and processed in Workday.
  
• Renew blanket authorizations as appropriate and maintain blanket vendor list.
  
• Process off-campus vendor invoices for payment as requested.
  
• Work with department staff/faculty to verify receipts of merchandise/services and to verify appropriate budget coding.
  
• Maintain Purchasing Card check-out logs and prepare temporary delegation authorizations as required.
  
• Maintain department invoice logs to avoid payment duplication.
  
• Process service center billing.
  
• Maintain FMO work order system and associated budget details.
  
• Prepare reports to justify fiscal requests and/or needs.
  
• Develop and generate specialized reports using the parameters given for the project.
  
• Assist administrative and finance leadership team with fiscal projects and perform other clerical duties.
  
• Advise staff/faculty on allowable expenditures.
  
• Ensure adherence to sponsor, Federal and WSU policies and procedures regarding purchasing and travel.
  
• Assist with reconciling fuel charges on a monthly basis ensuring all required receipts are present; verify/assign budget coding using vendor's on-line reporting system.
  

Event Coordination and Scheduling | 25%

• Organize and facilitate meetings, community engagement and other special events and activities such as campus visits, on-site tours, and special stakeholder or public events for WSU PREC in conjunction with the Director and the General Admin Team.
  
• Serve as PREC Event Coordinator for all events hosted at PREC.
  
• Develop and implement special events and outreach programs.
  
• Coordinates event planning logistics and execution for all community outreach and engagement events.
  
• Utilize corresponding budgets and initiate and/or approve expenditures.
  
• Manage the scheduling of the WSU PREC Allmendinger Center, conference rooms, classrooms, and graduate student housing in accordance with Center and university rental and reservation policies.
  
• Prepare rental use agreement contracts, process invoices, and collect rent. Ensure the events checklist is completed for all events hosted in the Allmendinger Center.
  
• Provide troubleshooting AV support for meetings, classes, and conferences.
  
• Resolve a variety of complex and confidential scheduling and contact issues arising for the PREC Administrative Team on a day-to-day basis.
  
• Schedule meetings and make other arrangements as needed.
  
• Manage the class scheduling for all WSU PREC graduate student courses, instructor-led courses, and other WSU courses and educational activities taught at PREC.
  

Communication | 15%

• Prepare agendas and meeting minutes for administrative, staff, and faculty meetings.
  
• Assemble content for PREC newsletters, weekly updates, and other internal and external communications.
  
• Provide assistance to and notifications regarding all arriving/departing graduate students and employees. Complete onboarding for all new personnel at the Center.
  
• Assume primary responsibility in managing, preparing, and updating website, lobby display, and related documentation, brochures, manuals, handbooks, and press releases while working in conjunction with CAHNRS Communications and PREC/NWREC Graphic Designer.
  
• Obtain, provide, and summarize pertinent information in response to constituent inquiries.
  
• Compose responses to letters, emails, memorandums, and verbal requests for Center and Program administration.
  
• Send email reminders for Center meetings, seminars, and special events.
  
• Perform photography and videography for dissemination as media outputs for PREC events and tours.
  

Other | 10%

• Other related duties as assigned or as become necessary.
  
• Distribute mail daily and assist with proper shipping and receiving.
  
• Inventory and order office supplies, provide Xerox troubleshooting support, and keep copy room organized.
  
• Maintain various record-keeping systems and reports as needed.
  

Required Qualifications:

• One year of experience as an Administrative Assistant 1 OR a Bachelor's degree in business administration, public administration, or closely allied field and two years of responsible office experience at the senior clerical level or higher. Clerical or office work experience may be substituted for education on a year-for-year basis. Graduate study may substitute for experience on a year for year basis.
  
• Experience coordinating events.
  
• One year of full-time experience fiscal support.
  
• Experience working with students, stakeholders, alumni, volunteers, and/or other constituent groups.
  
• Demonstrated proficiency with Microsoft Office applications including Word, Excel, Outlook, and PowerPoint.
  

Preferred Qualifications:

• Experience with WSU mainframe applications systems.
  
• A commitment to diversity, equity, and inclusion.
  
• Demonstrated ability to effectively communicate orally and in writing.
  
• Experience troubleshooting A/V event systems.
  
• Experience in or knowledge of higher education environments.
  

Additional Information:

This is a full time (100% FTE), permanent position. This position is overtime eligible.

Monthly Salary: $3,239 to $4,299 | Range 37 Steps A-M | Successful candidates are typically hired at the beginning of the salary range and receive scheduled salary increment increases in accordance with WAC 357-28.

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.

Benefits: WSU offers a comprehensive benefits package which includes paid sick and vacation leave; paid holidays; medical, dental, life and disability insurance package for employees and dependents; retirement; deferred compensation, optional supplemental retirement accounts; training and development; and employee tuition waiver. For additional information, please review the detailed Summary of Benefits offered by WSU for Classified staff and Total Compensation.

Area/College:

College of Agricultural, Human, and Natural Resource Sciences (CAHNRS)

Department Name:

WSU Puyallup Research and Extension Center

Location:

Puyallup, WA

Application Instructions:

Applicants must upload the following required documents to their online application. Application materials should clearly communicate how the applicant meets all required qualifications and additional requirements.

1) Resume
2) Cover Letter

External candidates, upload all documents in the 'Application Document' section of your application.

Current WSU Employees (internal candidates), before starting your Workday application, please use these instructions to update your education and experience in your worker profile in Workday. Internal candidates, upload all documents in the 'Resume/Cover Letter' section of your application.

Documents may be submitted as one file or separate files. Applicants are encouraged to upload as a PDF, if possible.

Reference contact information will be requested later in the recruitment process through Workday.

Background Check: This position has been designated by the department to require a background check because it requires access to children or vulnerable adults as defined by RCW 74.34, engages in law enforcement, requires security clearance, interacts with WSU students in a counseling or advising capacity, has access to personal identifying and/or financial information, unsupervised access to university buildings/property, or other business-related need. A background check will not be completed until an initial determination of qualification for employment has been made.

Time Type:
Full time

Position Term:
12 Month

Washington State University encourages all qualified candidates to apply, including members of the military and veterans, and persons with disabilities.

WSU employs only U.S. citizens and lawfully authorized non-U.S. citizens. All new employees must show employment eligibility verification as required by the U.S. Citizenship and Immigration Services.

WSU is committed to providing access and reasonable accommodation in its services, programs, activities, education and employment for individuals with disabilities. To request disability accommodation in the application process, contact Human Resource Services: 509-335-4521 (v), Washington State TDD Relay Service: Voice Callers: 1-800-833-6384; TDD Callers: 1-800-833-6388, 509-335-1259(f), or hrs@wsu.edu.

Notice of Non-Discrimination

In matters of admission, employment, housing or services, or in the educational programs or activities it operates, WSU does not discriminate or permit discrimination by any member of its community against any individual on the basis of sex, race, color, national or ethnic origin, physical disability, mental disability, sensory disability, use of a trained service animal, age, religion, creed, genetic information, marital status, sexual orientation, gender identity, protected veteran status, honorably discharged veteran, member of the military, or immigration or citizenship status except as authorized by federal or state law, regulation, or government contract.

Inquiries about the application of federal and state laws and regulations (including inquiries regarding the application of Title IX, ADA/Section 504, and implementing regulations), as well as reports and complaints of discrimination and harassment, can be made verbally or in writing to WSU's Compliance and Civil Rights, the Department of Education's Office of Civil Rights, or both.

More information, resources, and contact information are available here: https://ccr.wsu.edu/notice-of-nondiscrimination/

To apply, visit https://wsu.wd5.myworkdayjobs.com/en-US/WSU_Jobs/job/Puyallup-WA/Administrative-Assistant-2_R-13226-1

Washington State University is an Equal Opportunity/Affirmative Action Educator and Employer.







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