Provides administrative support to facilitate the work of the Business Administration department.

To achieve our mission as a liberal arts college, we continually strive to foster an inclusive campus community, which recognizes the value of all persons regardless of identity. Our department is committed to contributing to an educational environment that is rich with cultural, social, and intellectual diversity.

Essential Functions:

• Answers phones, greets visitors, opens and distributes mail, complies with requests for information, forms, etc. Provides verbal and/or written responses to inquiries from students, parents, the public, employees, vendors, etc., regarding a variety of questions.

• Completes forms and documents. Prepares reports, presentations, mailings, etc. (including using word processing, electronic mail, desktop publishing, etc.), and/or modifies, maintains, or creates spreadsheets and databases for analyzing or managing data. May perform calculations and computations, including basic statistical and/or data analysis. Reviews reports or budgets and compares to standards; identifies and documents variances. Prepares documents or reports and/or research to provide analysis or summary as requested.

• Ensures that the department is aware of university academic deadlines. Develops and coordinates office processes. Maintains departmental files and records, following standards for length of file retention as posted by General Counsel. Regularly suggests edits to the department webpage. Orders textbooks, desk copies and supplies.

• Maintains calendar(s) for assigned staff, regularly prioritizing and arranging meetings, conferences and appointments; arranges necessary itineraries for visitors; anticipates and prepares background materials needed and manages receipts.

• Serves as the departmental organizer for individual faculty members’ travel, for example, booking airline tickets and rental cars to attend professional conferences. Processes post-travel faculty paperwork, such as expense reports.

• Manages the sophomore major declaration process for the business administration major and entrepreneurship minor. Works in conjunction with the department head and associate department head to assign faculty advisors.

• Coordinates searches for new hires. Works with Executive Assistant and Human Resources on external job postings and candidate application collection. Works in coordination with search chair to correspond with candidates regarding interview scheduling. Serves as the departmental organizer for faculty candidates’ travel to Lexington. Books transportation, lodging, and meals, and produces itineraries for campus visits.

• Solicits and prepares highly confidential materials relating to promotion, tenure and pre-tenure reviews. Ensures materials are archived properly. Attention to detail is a must.

• Serves as the primary organizer for small-scale departmental functions and related events (such as receptions, dinners, seminars, guest speaking engagements, poster sessions, and workshops). Works with campus partners in facilities management and catering to coordinate meals, refreshments, and event set-up as needed. Partners with colleagues in ITS to ensure event technology support is provided when needed. Collaborates with dean’s office staff to market events to faculty, students, and the local community and to ensure all events and speakers are added to the master Williams School calendar.

• Works with the executive assistant in the dean’s office on departmental budget questions, speaker honorariums and stipends, and some departmental purchases when required.

• Coordinates with other Williams School administrative assistants to manage Williams School faculty and student needs (such as BizHub maintenance, final exams, and supplies) as determined by the department heads and associate dean.

• Coordinates yearly with the department head to select departmental award recipients, preparing award materials. Further collaborates with the chapter adviser to annually, each Spring, invite and induct newly qualifying student and faculty to the department led chapter of the business international honor society; an induction/recognition ceremony is planned and conducted. Coordinates recipients with dean’s office staff.

• Serves as an advocate for the department and program, becoming well integrated within the broader activities of the department and program and developing a good grasp of the department’s and program’s roles within the overall University mission and structure.

• Supervises, monitors, or coordinates the activities of work-study students.

• Other duties as assigned.

Minimum Qualifications: High school diploma plus three years of administrative support experience, or a combination of education and experience from which comparable skills are acquired. Associate’s degree preferred. Applicant must be proficient in typing and word-processing and know how to use Microsoft Office software extensively, including Word, Excel, Outlook, PowerPoint, Publisher, Access databases, and web composition applications. Must be able to learn new computer skills and software as needed. The applicant must have excellent proofreading, grammar and spelling skills. Must be detail-oriented, have the ability to multi-task, and possess strong organizational skills. Must be a self-starter and have the ability to work independently, as well as to communicate and interact effectively in a professional, confidential, and courteous manner with faculty, staff and students. Demonstrated ability to handle confidential and sensitive information. Should be able to work with frequent interruptions and manage multiple projects, priorities and deadlines. A consistent record of attendance and punctuality is necessary. Previous experience in an academic setting preferred.

Work Schedule: M-F, 8:30 am - 4:30 pm. This position is full-time for 12 months.

Minimum Pay: $19.56 - pay commensurate with experience.

Application Instructions:

Review of applications will begin immediately and continue until the position is filled.  Resume and cover letter are required. Upload both required documents to the Resume/CV upload section of the application. You will be asked to provide names and contact information for three professional references.

External Applicants: Application instructions for external applicants are located on the jobs.wlu.edu or here.

Current W&L Employees: Apply from your existing Workday account. Instructions are located at jobs.wlu.edu or here.

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.

Working Conditions: The worker is not substantially exposed to adverse environmental conditions.

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

The university requires employees to become fully vaccinated for COVID-19 and new employees must provide proof of at least their first shot prior to the first day of employment. Boosters are required. Individuals may seek a medical or a religious exemption to the vaccination requirement.