Job Description
Administrative Assistant - Reimagining Crime, Law and Justice in Higher Education Initiatives
Job ID
7535
Location
Crime, Law and Justice Studies
Full/Part Time
Full-Time
Regular/Temporary
Temporary
Staff Posting Details
Appointment: Term-limited, 3 year, full-time position
Position Summary:
This position serves as the administrative assistant for two grant-funded initiatives at University of Puget Sound: the Puget Sound Crime, Law and Justice Mellon HAT Initiative, Reimagining Carceral Systems through the Humanities (.5FTE), and the Ascendium Technical Assistance Initiative for Teaching and Learning in Higher Education and Prison (.5 FTE), and reports directly to the grant's PI. The position is funded through a grant from the Mellon Foundation and a grant from Ascendium Education Group.
The role includes but is not limited to the following: managing records related to grant activities, coordinating events and workshops, maintaining program information on website, publicizing events, maintaining communication with community partners, managing a job search, coordinating payments to speakers, consultants, visiting artists and community partners, and managing student research awards.
Essential Job Functions and Responsibilities:
Administrative Coordination:
• Meets regularly with the Mellon/Ascendium PI to ensure coordination.
• Manages the program's calendar, web presence, and administrative files.
• Manages records related to student recruitment and admission.
• Coordinates Visiting Artists, Community Partner Speakers, and Events
• Coordinates with all Community Organization Partners on the Grant
• Coordinates logistics for Teaching Fellow search
• Manages Communication for Faculty Meetings and Events
• Manages mail and supplies.
• Answers and directs phone calls and other general inquiries.
• Serves as the students' administrative liaison for Summer Research.
• Directs students on how to complete required administrative forms, i.e. travel reimbursement, student funding application, evaluations, and other related departmental documents.
Budgetary/Financial Coordination:
• Monitors and tracks and manages expenditures to ensure adequate funding throughout the year.
• Prepares purchase orders and check requests, processes travel expense forms and invoices, tracks purchasing card charges, for self and faculty in the program. Receives and organizes receipts for faculty and student reimbursements, initiates check requests, and processes honorariums. Monitors receipts and maintains records for compliance with university and grant guidelines, accurately completing and processing requests.
• Supports PI to prepare financial reports for both grants as needed for reporting purposes.
Event/Project Coordination:
• Coordinates events and workshops, including:
- Arranges for catering, AV equipment, travel accommodations, transportation, displays and other event needs.
- Negotiates event-related fees.
- Processes purchase orders and identifies the appropriate accounts.
- Ensures logistics for invited guests are clear and complete.
- Maintains project files, including documentation and correspondence.
• Coordinates special projects, maintains project plans, tracks completion of deliverables and other project milestones.
Website/Communication Coordination:
• Manages the enhancement and maintenance of the program's website and social media accounts.
• Coordinates the promotion of program events.
• Maintains communication with community partners.
Compensation and Benefits:
The anticipated range for this position is $18.50 to $20.50 per hour. Decisions about starting salaries are made based on the extent and relatedness of the candidate's education and experience and on internal equity and market considerations.
Puget Sound offers a generous benefits package for eligible staff employees, including:
• Medical, dental, and vision
• Life insurance and long-term disability
• Employee Assistance Program
• Retirement plan options and 403(b) contributions
• Paid vacation, sick leave, floating holiday, campus holidays and bonus holidays
• Education benefits, such as full tuition for eligible employees and their families
• Access to university facilities and entertainment (fitness center, pool, library, concerts, lectures and more!)
Please note :
-Positions that work less than .75 FTE (1,560 hours per year) do not qualify for long-term disability or education benefits.
-Positions that work less than .50 FTE (1,040 hours per year) will accrue paid sick leave but are not eligible for additional benefits.
-Temporary positions that work at least .50 FTE (1,040 hours per year) will be eligible for benefits.
This position is non-exempt from the provisions of the Fair Labor Standards Act.
For more information on Puget Sound's non-exempt staff benefits package, visit: Summary of 2024 Benefits for Staff Members in Non-Exempt Positions.pdf (pugetsound.edu)
For the Campus Holiday and Bonus Day Schedule, visit: https://www.pugetsound.edu/human-resources
Application Deadline:
Review of applications will begin immediately. Search and selection procedures will be closed when a sufficient number of qualified candidates have been identified.
Required Documents:
• Resume
• Letter of Interest
Applications submitted without the required attachments will not be considered.
All offers of employment are contingent on successful completion of all required background checks.
We acknowledge the richness of commonalities and differences we share as a university community; the intrinsic worth of all who work and study here; that education is enhanced by investigation of and reflection upon multiple perspectives.
We aspire to create respect for and appreciation of all persons as a key characteristic of our campus community; to increase the diversity of all parts of our University community through commitment to diversity in our recruitment and retention efforts; to foster a spirit of openness to active engagement among all members of our campus community.
We act to achieve an environment that welcomes and supports diversity; to ensure full educational opportunity for all who teach and learn here; to prepare effectively citizen-leaders for a pluralistic world.
Puget Sound is committed to an environment that welcomes and supports diversity. We seek diversity of identity, thought, perspective, and background in our students, faculty, and staff. To learn more please visit: https://pugetsound.edu/about-puget-sound-0/mission-core-values/institutional-equity-diversity
The University of Puget Sound is an equal opportunity employer.
To apply: https://www2.pugetsound.jobs/psc/HR92PRD/EMPLOYEE/HRMS/c/HRS_HRAM_FL.HRS_CG_SEARCH_FL.GBL?Page=HRS_APP_JBPST_FL&Action=U&FOCUS=Applicant&SiteId=2&JobOpeningId=7535&PostingSeq=1
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