Administrative and Fiscal Manager
Washington State University

Title:

106J-YN - Office Manager

Business Title:

Administrative and Fiscal Manager

Additional Titles:

Location:

WSU SPOKANE CAMPUS

Employee Type:

Classified

Job Family:

Civil Service - OT Eligible

Position Details:

Summary of Duties:

The Native American Health Sciences Office Manager position is responsible to perform a variety of complex and varied fiscal and administrative support functions. Fiscal administrative support includes analyzing and developing budgets for grants, gifts, contracts, state or federal funds, and/or program funds, establishing and maintaining comprehensive fiscal recordkeeping systems, analyzing, establishing and maintaining cost center and/or self-sustaining accounts, maintaining professional fee records, and coordinating diverse unit-wide fiscal support functions such as payroll, travel reimbursement, purchasing, reconciliations, and fiscal planning for Native American Health Sciences and the Center for Native American Health. Administrative support responsibilities include prioritizing and scheduling meetings with a variety of internal and external stakeholders on behalf and in support of the Director, note taking within meetings, grant writing support and submissions, internal and external communications, editing, report writing, data gathering, and event planning support.

The Center for Native American Health functions under the office of Native American Health Sciences, and the Office of the Vice President of Health Sciences and the Chancellor of WSU Health Sciences Spokane, and conducts diverse activities such as Native American student pathways to expand the healthcare workforce, educational programs, presentations, cultural events, community outreach and recruitment, community initiatives and partnerships, research and scholarly projects, clinical simulation, grant and development, and university wide efforts to strengthen Native American Health related topics, work, and collaborations within and outside of the university system, with tribes, education, and health systems across the Pacific Northwest region and the United States.

Required Qualifications:

A Bachelor's degree involving major study in business administration or closely allied field and one (1) year of supervisory experience involving responsibility for planning, organizing, and coordinating work in a business office; OR one (1) year of experience in State service as an Administrative Assistant 2, HR Assistant 2, or Data Compiler 3 or two (2) years in State service as an Administrative Assistant 1, or HR Assistant 1, or equivalent involving supervisory or office management responsibility. Additional qualifying experience will substitute, year for year, for education.

Additional Requirements:

• Strong computer skills including Microsoft Office Excel, Outlook, Word, PowerPoint.
• Strong organization skills and can meet deadlines.
• Strong time management skills.
• Strong customer service skills.
• Effective written and interpersonal communication skills.
• Experience managing schedules, travel arrangements, and itineraries.
• Experience managing budget and tracking fiscal activities.
• Experience preparing correspondence, reports, grants or submissions of grants, and presentations.
• Experience providing administration support to an individual or group of individuals.
• Experience with any or all of the following activities: accounts payable/receivable, budget development/maintenance, purchasing and reconciling finance reports for purchases, travel, and personnel.
• Experience assisting in planning and coordinating meeting, events, workshops, or other small and large organized events.
• Demonstrated experience effectively handling confidential and sensitive information.
• Ability to travel occasionally, overnight and some weekends.
• Valid driver's license, or ability to obtain one, by the time of hire.

Preferred Qualifications:

• Five years or more of office management experience with both administrative and fiscal support duties and responsibilities.
• Experience working with Native American communities or populations, governments, cultures, protocols.
• Experience working in health education or systems.
• Prior experience at WSU or other institution/s of higher education.
• Experience administratively and fiscally supporting a leadership position.
• Demonstrated knowledge and understanding of WSU policies and procedures to include Workday or similar payroll and financial management systems.
• Experience or knowledge of local, state, or federal grant processes.
• Experience working in a fast-paced environment with attention to detail and meeting deadlines.
• Experience with supervising staff.
• Knowledge related to tribal communities, cultures, protocols, and health education, is preferred.

Essential Job Duties:

Business Operations & Fiscal Support: 40%

• Develop, modify, and maintain multiple record keeping and reporting systems for varied and complex sources of funds; develop procedures for implementation, execution, and control of fiscal operations.
• Develop program budgets for grants, gifts, operations, contracts, or other funding sources including cost share if needed; process grant proposals; prepare appropriate forms for contracts and agreements.
• Forecast fiscal needs/commitments; develop long-term planning documents; participate in the planning of new programs by conducting analysis of unit needs and resources.
• Consult with funding agencies to resolve problems and/or obtain approval for deviation from authorized procedures or expenditures
• Prepare specialized reports; conduct special studies to research and/or justify fiscal requests/needs; develop rate schedules for chargeback operations, direct costs, and other operating fiscal reports.
• Reconcile revenue and expenditures for all funds, evaluating the budgets through comparison of actual performance with budgeted/planned objectives; research and determine causative factors in expenditure trends; formulate and recommend corrective action when needed.
• Develop, implement, maintain/modify record keeping systems, databases, and spreadsheets to address specific unit needs.
• Maintain a system for recording budget transactions; prepare revenue and expenditure projections; notify appropriate individual of any actual/projected over-or-under expenditures.
• For all fund sources process purchases, maintain purchasing records; allocating the purchases to the proper budget and spend category; ensure compliance with departmental, institutional and/or granting agency policies, procedures, and regulations; resolve issues when needed.
• Arrange, maintain, and process travel expense records for employees in the unit; ensure compliance with state and institution policies and procedures; allocate travel expenses to appropriate budgets.
• Complete new employee verifications and documentation. Calculate salary and benefit costs determining appropriate fund source; process hire documents ensuring their accuracy. Maintain personnel and payroll records for the unit.
• Prepare, verify, and process documents including but not limited to invoice vouchers, purchase requests and orders, receipts, payroll forms, check deposits, honorariums, stipends, work study, and contracts.
• Develop, prepare, and submit an annual fiscal report for the Director of Native American Health Sciences and Center for Native American Health, for annual operating, grants, gifts, and all other budgets.
• Maintain property inventory records. Hold a departmental P-Card. Reconcile the P-Card and Central Travel Accounts (CTA) on a timely schedule following WSU policies and procedures.

Administrative Support: 40%

• Respond to phone calls, guests, students, faculty, staff, and other individuals and organizations with correspondence, refer inquiries to the appropriate office using independent judgement and discretion and follow up as needed.
• Assist the Director with organization and scheduling of their daily activities and meetings involving other university departments, government entities, internal and external constituents, organizations, and all other meeting or scheduling requests.
• Organize general office operations and daily work; prioritize workload, keeping the Director's interruptions at a minimum.
• Provide confidential administrative support to the Director by keeping conversations, communications, information, materials, and other areas of sensitive information private while following WSU policies and procedures.
• Develop and maintain office record keeping and filing system for Native American Health Sciences and the Center for Native American Health in accordance with the university's retention schedule.
• Research, interpret and relay university guidelines, policies, procedures, and practices to members of the unit.
• Draft, proofread, edit, and compose forms, reports, tables, charts, agendas, notices, etc.
• Take periodic meeting minutes and provide administrative support for various committees and advisory boards.
• Prepare and maintain records for various Native American Health Science and Center for Native American Health activities using Excel, Word and other software. Records include but are not limited to tribal contacts and resources, programs and participation, student support, clinical simulation education, tribal community health partners and initiatives, internal and external constituents, and stakeholders, and as directed by the Director.
• Provide clerical support and management for the Director through various communication mediums such as reports, letters, email or online virtual correspondence, curriculum vitae, presentations, manuscripts, grants, position searches, and other areas as assigned by the Director.
• Assist in the development, update and/or maintenance of the Native American Health Sciences web site, newsletter, recruitment materials, letters of support from the Director, and in collaboration with campus communications team members and other NAHS team members. Develop and maintain list serves related to Native American Programs.
• Maintain a minimum inventory of office supplies.

Coordination & Management: 15%

• Manage office and center requests and/or needs with the office of the Vice President of Health Sciences and Chancellor, Native Programs in Pullman, Spokane campus facility operations and grounds, security, finance, human resources, communications, development, and other areas related to the daily operations of the office of Native American Health Sciences and the Center for Native American Health.
• Manage communication efforts on behalf of the Director.
• Manage and supervise work study students when assigned by the Director.
• Assist and/or manage the coordination of events within the Center for Native American Health, or other events as they relate to collaborations with Native Programs in Pullman, tribal communities, health related partners, stakeholders. This may sometimes be in the form of scheduling, ordering, or shopping for event needs, meals, events, etc.
• Coordinate, schedule, and support WSU Native American Health Science Tribal Advisory Board meetings, while working closely with the Director of NAHS and CNAH, and the office of the Vice President of Health Sciences & Chancellor.

Other: 5%

• Other duties as assigned

Additional Information:

In accordance with Washington State Governor's Proclamation 21.14.1, and subsequent revisions where appropriate, as a condition of employment, you must be fully vaccinated or have an approved medical/religious accommodation by time of hire. People are considered fully vaccinated two weeks after receiving their last shot in a vaccine series. Full Vaccination or an approved accommodation will be verified prior to your first day of work. Should you not be fully vaccinated or have an approved medical/religious accommodation you will not be able to start employment with WSU. Information regarding vaccine verification and/or requesting a medical/religious accommodation is available at https://hrs.wsu.edu/covid-19/vax-verification/. Please contact HRS at hrs@wsu.edu or 509-335-4521 if you have questions.

Area/College: WSU Spokane
Department Name: Native American Health Sciences
City, State, Zip: Spokane, WA, 99202
Department Link: https://spokane.wsu.edu/about/community-outreach/native-american-health-sciences/

Monthly Salary:

Range 43, $3,370.00- $4,398.00

Successful candidates typically begin at the beginning of the salary range and receive scheduled salary increment increases in accordance with WAC 357-28 or applicable Collective Bargaining Agreement.
FTE: 100%
This is a Permanent Position
Screening Begin Date: March 21, 2022; open until filled
Background Check: This position has been designated by the department to require a background check.
Application Instructions: Applicants must attach the following documents to their online application: 1) resume and 2) cover letter. Application materials should clearly communicate how the applicant meets all required qualifications and additional requirements. Applicants are required to include contact information for professional references within the application.
Required Documents: Resume and Cover Letter

Time Type:

Full time

Position Term:

12 Month

WASHINGTON STATE UNIVERSITY IS AN EQUAL OPPORTUNITY/AFFIRMATIVE ACTION EDUCATOR AND EMPLOYER. Members of ethnic minorities, women, special disabled veterans, veterans of the Vietnam-era, recently separated veterans, and other protected veteran, persons of disability and/or persons age 40 and over are encouraged to apply.

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.