Position Information

Position Information

Job Posting Number S01337 Position Title Administrative Assistant IV , Office of Equity and Inclusion (1.0) Department Office of Equity and Inclusion-1153 Job Category Staff Posting Position Type Full-Time Work Location Pay Type Hourly Salary Range
$26.22-$27.12
Compensation Practices
Experience is taken into consideration in the determination of salary offers.  For more information visit https://www.wesleyan.edu/hr/handbook/compensation-practices/index.html
Position Details
The work of the Office for Equity & Inclusion ( OEI ) focuses on access and belonging for all members of the Wesleyan community.

Reporting to the Dean for Academic Equity, Inclusion & Success, the Administrative Assistant IV provides direct administrative support to the Dean and to the Director of the Resource Center (RC) ; Wesleyan's multi-cultural center.

This position is responsible for the day-to-day administrative support of the RC, all RC programs and events, and the RC's student interns. Additionally the AA supports programs managed by the Dean, including: First Things First ( FTF ), Mellon Mays Undergraduate Fellowship Program ( MMUF ), and the Student Ombuds.

Responsibilities include

• Providing reception and managing inquiries to the Resource Center by performing a variety of administrative and clerical services including: phones, correspondence and mailings, maintaining calendars and files, organizing meetings, and managing office correspondence and procedures.
• Coordinating logistics for programs and events including First Things First pre-orientation, Mellon Mays Undergraduate Fellowship program, New Student Orientation receptions, affinity group graduation celebrations, heritage and affinity month events and MLK Commemoration celebration. These logistics include, but not limited to: room reservations, food / catering, and arranging travel for students participating in various summer programs and within-program excursions. These activities range in scale from small, brief meetings to multi-day programs for over 100 attendees.
• Maintaining training and other databases, tracking information related to different events and programs and generating relevant reports as needed.
• Tracking budget-related information and all expenditures in WFS , for both internal tracking and for clear reporting to grant agencies .
• Overseeing space reservations requests/approvals for Resource Center.
• Maintaining and updating content on the OEI website.
• Creating and maintaining publications, managing RC announcements, newsletters & other messaging; consulting with University Communications and Student Affairs as needed.
• Managing student employee postings and hiring, supervising ~20 student employees, and managing student employee timesheet approvals as needed.
• Managing professional development travel arrangements for RC staff and for the Dean.
• Managing and reconciling Dean and RC staff p-cards, A/P vouchers, travel reimbursements, payment of student stipends, and other budget expenses and financial transactions.
• Liaising with diverse student organizations within the Resource Center.
• Contributing to the wider work of OEI as a member of the full staff team by participating in planning meetings, supporting 'flagship' programs to which all staff contribute, and regularly communicating updates and needs.
• Preparing documents and/or handouts for meetings and trainings as needed
• Ordering and maintaining inventory of office and event supplies.
• Managing logistics for onboarding new professional and student staff within the RC and within other programs in the Dean for Academic Equity, Inclusion, & Success area.
• Performing other duties as assigned.

This 1.0 FTE position is scheduled to work 1820 hours annually; and is part of the Secretarial Clerical Bargaining Unit. The schedule is approximately 35 hours per week year-round.

This position will, occasionally, be required to work late afternoon/early evenings and weekends for major events.

Minimum Qualifications
Associate Degree and four years of related experience or an equivalent combination of education, training, and experience.

Ability to set priorities, to take initiative, to manage multiple duties with minimal supervision, and to pay close attention to detail.

Demonstrated expertise in and willingness to learn Google Suite, Outlook, Word, Excel, and email applications.

Experience with webpage and database management applications.

Ability to work effectively with students, faculty, staff, and visitors.

Ability to maintain confidentiality and manage sensitive documents.

Demonstrated commitment to work within a diverse environment and interact collegially with individuals of different backgrounds.

Strong organizational skills.

Effective communication skills.

Ability to commit to a flexible work schedule. MUST be able to work evenings and weekends (appropriate notice will be given).

Preferred Qualifications
Ability to contribute to a supportive and inclusive space for students, faculty and staff; specifically, those who have identities that have typically been marginalized or underrepresented in higher education.

Special Instructions to Applicants
Application close date is June 15, 2024
Additional Information
All offers to external applicants are contingent on the candidate's completion of a pre-employment background check screening and computer skills assessment to the satisfaction of Wesleyan University.
Benefits
Wesleyan offers a broad range of employee benefits and development opportunities, including comprehensive group insurance plans, wellness programs and incentives, generous paid time off and retirement plans. We also offer flexible work schedules, employee and dependent tuition programs, as well as access to Wesleyan's BLS & GLS programs for those who qualify (tuition is waived for up to 2 courses a term; some fees and taxes may apply).

Detailed information on the benefits of working at Wesleyan is located at: https://wesleyan.edu/hr/careers/prospective-resources.html .
Quick Link https://careers.wesleyan.edu/postings/10580