Weston&Sampson, Inc.
Admissions Administrative Assistant
Weston&Sampson, Inc., Kalamazoo, Michigan, United States, 49006
Please see Special Instructions for more details.
Internal applicants should use the WMU-Internal Application.
External applicants should use the WMU Application.
College
Executive Area
Executive Area Provost & VP Academic Affairs
Department
Department Admissions
Posting Number
Posting Number S1426P
Job Type
Job Type Full Time, Regular
Pay Type
Pay Type Nonexempt/Hourly
Pay Grade
Pay Grade E
Campus Location
Campus Location WMU-Kalamazoo - Main Campus
Salary Range
Salary Range Pay is commensurate with qualifications and experience, combined with an excellent benefits package.
Number of Vacancies
Number of Vacancies 1
General Summary
Provides administrative support to ensure efficient daily operations. Manages office functions including budget administration, reporting, travel coordination, and human resources activities. Serves as a liaison with internal and external stakeholders and independently manages projects from conception to completion.
Major Duties
Coordinates and administers all budgetary functions for the office, including maintaining multi-account allocations, tracking, and reporting. Applies generally accepted accounting principles to ensure accuracy and compliance. Attends budget review meetings and represents the office in division-level reviews. Forecasts expenditures and manages gift and pledge commitments.
Processes employment paperwork. Manages timekeeping and timecards. Serves as the primary point of contact for human resources activities. Maintains personnel files and emergency contact information and provides personnel reporting for supervisors, such as budget utilization and staffing data.
Coordinates and manages travel arrangements for office staff, ensuring compliance with University travel policies. Reviews travel authorizations and expense reports, develops tracking systems for travel documentation, and serves as the primary point of contact for travel-related inquiries. Oversees office vehicle and rental car pool management.
Serves as executive assistant to the Director by managing calendars, coordinating signature routings, and planning office events. Screens calls, schedules meetings, attends selected meetings to provide support, and manages travel arrangements.
Manages vendor contracts by coordinating quotes and guiding agreements through University processes. Serves as liaison with vendors and internal offices to ensure timely completion of approvals and payments. Develops timelines for renewals and payments to prevent lapses in contracts.
Manages day-to-day operations of the office, including coordinating with campus departments to address technology issues, facilities requests, and space management. Administers electronic reservation systems for meeting spaces, oversees office funds, and maintains supply inventory to support efficient operations.
Participates as a member of the senior leadership team by assisting with scheduling and attending meetings. Coordinates senior management team meetings and office-wide meetings to support effective communication and collaboration.
Minimum Qualifications
Associate’s degree in related field from an accredited institution.
Five years’ relevant experience.
Administrative experience in a fast-paced, higher-level management environment.
Understanding of generally accepted accounting principles.
Excellent written and verbal communication skills.
Exceptional customer service, organization and time management skills.
Ability to handle confidential information with discretion.
Valid driver’s license.
Desired Qualifications
Special Instructions to Applicants
Internal applicants should use the WMU -Internal Application.
External applicants should use the WMU Application.
Additional Position Information
Staff Compensation System pay grades and rates are available using the URL below:
Western Michigan University offers generous benefits to its employees including health, dental, vision, life and disability insurance, retirement, and tuition discount for the employee and tuition remission for eligible dependents. To access information about the specific benefits available for this position, GO TO:
Physical requirements and working conditions
Office or other indoor work with minimal physical demands such as occasionally lifting or moving materials less than 25 pounds.
Work is generally performed in a well-lit, temperature-controlled indoor environment with occasional exposure to the outdoors or any number of elements.
Supplemental Questions Required fields are indicated with an asterisk (*).
* Do you have an Associates degree in a related field from an accredited institution?
Yes
No
* Do you have five years' relevant experience?
Yes
No
* Do you have administrative experience in a fast-paced, higher-level management environment?
Yes
No
* Do you have understanding of generally accepted accounting principles?
Yes
No
* Do you have excellent written and oral communication skills?
yes
no
* Do you have exceptional customer service, organization and time management skills?
Yes
No
* Do you have the ability to handle confidential information with discretion?
Yes
No
* Do you have a valid driver's license?
yes
no
Documents Needed To Apply Required Documents
Resume
Cover Letter
List of References
Optional Documents
Other
WMU is an Equal Opportunity/Affirmative Action Employer. Minorities, women, veterans, individuals with disabilities and all other qualified individuals are encouraged to apply.
#J-18808-Ljbffr
Internal applicants should use the WMU-Internal Application.
External applicants should use the WMU Application.
College
Executive Area
Executive Area Provost & VP Academic Affairs
Department
Department Admissions
Posting Number
Posting Number S1426P
Job Type
Job Type Full Time, Regular
Pay Type
Pay Type Nonexempt/Hourly
Pay Grade
Pay Grade E
Campus Location
Campus Location WMU-Kalamazoo - Main Campus
Salary Range
Salary Range Pay is commensurate with qualifications and experience, combined with an excellent benefits package.
Number of Vacancies
Number of Vacancies 1
General Summary
Provides administrative support to ensure efficient daily operations. Manages office functions including budget administration, reporting, travel coordination, and human resources activities. Serves as a liaison with internal and external stakeholders and independently manages projects from conception to completion.
Major Duties
Coordinates and administers all budgetary functions for the office, including maintaining multi-account allocations, tracking, and reporting. Applies generally accepted accounting principles to ensure accuracy and compliance. Attends budget review meetings and represents the office in division-level reviews. Forecasts expenditures and manages gift and pledge commitments.
Processes employment paperwork. Manages timekeeping and timecards. Serves as the primary point of contact for human resources activities. Maintains personnel files and emergency contact information and provides personnel reporting for supervisors, such as budget utilization and staffing data.
Coordinates and manages travel arrangements for office staff, ensuring compliance with University travel policies. Reviews travel authorizations and expense reports, develops tracking systems for travel documentation, and serves as the primary point of contact for travel-related inquiries. Oversees office vehicle and rental car pool management.
Serves as executive assistant to the Director by managing calendars, coordinating signature routings, and planning office events. Screens calls, schedules meetings, attends selected meetings to provide support, and manages travel arrangements.
Manages vendor contracts by coordinating quotes and guiding agreements through University processes. Serves as liaison with vendors and internal offices to ensure timely completion of approvals and payments. Develops timelines for renewals and payments to prevent lapses in contracts.
Manages day-to-day operations of the office, including coordinating with campus departments to address technology issues, facilities requests, and space management. Administers electronic reservation systems for meeting spaces, oversees office funds, and maintains supply inventory to support efficient operations.
Participates as a member of the senior leadership team by assisting with scheduling and attending meetings. Coordinates senior management team meetings and office-wide meetings to support effective communication and collaboration.
Minimum Qualifications
Associate’s degree in related field from an accredited institution.
Five years’ relevant experience.
Administrative experience in a fast-paced, higher-level management environment.
Understanding of generally accepted accounting principles.
Excellent written and verbal communication skills.
Exceptional customer service, organization and time management skills.
Ability to handle confidential information with discretion.
Valid driver’s license.
Desired Qualifications
Special Instructions to Applicants
Internal applicants should use the WMU -Internal Application.
External applicants should use the WMU Application.
Additional Position Information
Staff Compensation System pay grades and rates are available using the URL below:
Western Michigan University offers generous benefits to its employees including health, dental, vision, life and disability insurance, retirement, and tuition discount for the employee and tuition remission for eligible dependents. To access information about the specific benefits available for this position, GO TO:
Physical requirements and working conditions
Office or other indoor work with minimal physical demands such as occasionally lifting or moving materials less than 25 pounds.
Work is generally performed in a well-lit, temperature-controlled indoor environment with occasional exposure to the outdoors or any number of elements.
Supplemental Questions Required fields are indicated with an asterisk (*).
* Do you have an Associates degree in a related field from an accredited institution?
Yes
No
* Do you have five years' relevant experience?
Yes
No
* Do you have administrative experience in a fast-paced, higher-level management environment?
Yes
No
* Do you have understanding of generally accepted accounting principles?
Yes
No
* Do you have excellent written and oral communication skills?
yes
no
* Do you have exceptional customer service, organization and time management skills?
Yes
No
* Do you have the ability to handle confidential information with discretion?
Yes
No
* Do you have a valid driver's license?
yes
no
Documents Needed To Apply Required Documents
Resume
Cover Letter
List of References
Optional Documents
Other
WMU is an Equal Opportunity/Affirmative Action Employer. Minorities, women, veterans, individuals with disabilities and all other qualified individuals are encouraged to apply.
#J-18808-Ljbffr