Administrative Assistant II
Washington & Lee University
Lexington, VA
Full-time
Administration / Clerical
Posted on May 27, 2023
Job Description:
The Administrative Assistant II oversees all aspects of administrative coordination and logistics for the Museums. Their primary role is to support the Director and museum staff, performing a variety of routine to complex administrative and clerical duties and contributing to marketing, event execution, development, budgeting, and scheduling. The Administrative Assistant acts as the first point of contact for the Museum's administrative offices. The position is stationed in the Reeves Museum of Ceramics and supports all aspects of the museum operations and visitor services experience.
To be successful in this position, the Administrative Assistant is someone who is good under pressure, has incredible organization and communication skills, can multitask, and ultimately makes sure the museum is always running smoothly behind the scenes. Must be an analytical, technically savvy individual who is ready to deploy those skills to assist the museums with their administrative, organizational, and communication needs.
Washington and Lee University actively promotes a dynamic and inclusive environment that allows students and employees of multiple backgrounds, cultures, and perspectives to learn, work, and thrive together. Successful candidates will contribute to that environment and exhibit potential for excellence in their areas of expertise.
Essential Functions
- Oversees day-to-day administrative needs of the museum's office; serves as point person for general office procedures and interoffice communications.
- Assists in data entry and development of record-keeping protocol for various museum unites utilizing the museum's database software.
- Ensures office and meeting spaces are prepared for the workday and upcoming meetings.
- Supports museum staff and assists with organizing meetings, notifies attendees, and sends reminders on behalf of the Director of Museums; schedules meetings, prepares agendas, notices, and take minutes of all staff meetings, and arranges conference calls or virtual meetings as necessary.
- Prepares agendas, correspondence, reports, and other requested documents as required by the Director of Museums, and Executive Director of Institutional History and Museums, maintaining a high level of confidentiality.
- Assists in preparation for Advisory Committee meetings; gathers staff, board, and committee reports for the Director and prepares room and refreshments.
- Organizes travel arrangements, including airline, car, and hotel reservations for staff and visitors as assigned.
- Establishes excellent working relationships with business operations, facilities, public safety, ITS, communications, internal staff, and external partners.
- Oversees inventory and entertainment budget; Assists Museums leadership with budget preparation by maintaining a spreadsheet of expenses and monitoring event budgets for each Unit. Participates in the budgets by coding and submitting bills for payment, collecting credit card receipts, and tracking expenses.
- Provides administrative support for Visitor Services initiatives and greet museum visitors when needed.
- Must be knowledgeable of all museum exhibitions and programming during the year.
- Assists with managing the flow of incoming event requests to use University Chapel, Reeves Museum of Ceramics, and Watson Galleries through 25Live and other systems.
- Works with museum staff and Communications Department to arrange marketing materials, both digital and print; Assists with the promotion and distribution of marketing materials.
- Assist with the opening and closing of museum buildings when needed.
- Assists with special events and museum programming when necessary.
- Other duties as assigned.
Minimum Qualifications:
- A High school diploma or equivalent is required (College degree preferred)
- Experience working in an administrative support role or a combination of education and experience which would provide a similar level of skill
- Proficiency, or the aptitude to acquire skills, in Microsoft Office Suite, Mac/Apple systems, Adobe Acrobat, Workday and other applications applicable to the office.
- Strong records maintenance skills
- Excellent customer service skills.
- Ability to work well independently and with a team
- Ability to discreetly and tactfully recognize and handle sensitive and confidential information
- Ability to communicate effectively, both orally and in writing
Physical Requirements:
- Fingering: Picking, pinching, typing or otherwise working, primarily with fingers rather than with whole hand or arm as in handling.
- Grasping: Applying pressure to an object with the fingers and palm.
- Repetitive motions: Making substantial movements (motions) of the wrists, hands, and/or fingers.
Types of Work: Sedentary work: Exerting up to 10 pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects, including the human body. Sedentary work involves sitting most of the time. Jobs are sedentary if walking and standing are required only occasionally and all other sedentary criteria are met.
Position Type:
Non-Exempt, Full Time, Benefit Eligible
Minimum Pay:
$19.58 - Pay Commensurate with Experience
The university requires that new employees beginning work prior to May 12 have received at least their first COVID-19 vaccination prior to their first day of work. Individuals may seek a medical or a religious exemption to the vaccination requirement. The university strongly recommends employees be fully vaccinated against COVID-19.