Administrative Assistant 3

Washington State University•Pullman, WA

1d•$4,004 - $5,376•Onsite

About The Position

The Administrative Assistant 3 serves in a key administrative role supporting the Department of Veterinary Microbiology and Pathology’s academic, research, and personnel activities. The position works closely with department leadership, faculty, graduate students, fiscal staff, University offices, and USDA partners to coordinate administrative processes and keep complex activities moving forward. Success requires organization, collaboration, attention to detail, and the ability to manage multiple priorities while providing responsive support to a diverse academic and research community. This is a permanent, full-time (100% FTE), 12-month classified position based in Pullman, Washington. It is overtime eligible. The position is not eligible for work visa sponsorship and requires a background check.

Requirements

High school diploma or equivalent and three years of clerical, office, or administrative experience; alternatively, an Associate’s degree in business administration, public administration, or a closely related field may substitute for experience.
One year of experience as an Administrative Assistant 2 or two years as an Administrative Assistant 1, or equivalent education/experience.
Demonstrated ability to communicate effectively orally and in writing.
Demonstrated computer software skills, including use of office software such as databases, spreadsheets, and word processing.
Demonstrated ability to work accurately and efficiently with numbers.
Demonstrated ability to work independently and in a team environment.

Nice To Haves

At least two years of experience working in a higher education environment.
Working knowledge of Workday and other WSU software systems.
Experience providing administrative support in a higher education, research, federal government, or similarly complex organizational environment.
Experience supporting pre-award or post-award administration for grants, contracts, cooperative agreements, or other sponsored projects.
Experience using Workday or comparable enterprise systems for personnel, payroll, finance, or administrative transactions.

Responsibilities

Coordinate faculty meetings, departmental communications, faculty reviews, tenure and promotion materials, awards, and other administrative activities.
Assist with graduate student academic processes and milestones, including grades, annual reviews, preliminary examinations, and final defenses.
Support onboarding, appointments, reappointments, funding changes, time and leave review, and separation processes for WSU employees working in USDA-operated research laboratories.
Assist with pre- and post-award administration of USDA cooperative agreements, including proposal coordination, documentation, award deadlines, modifications, and reporting requirements.
Maintain accurate and organized personnel and sponsored-project records and support compliance with WSU, sponsor, and federal requirements.
Serve as an administrative point of contact and coordinate personnel, academic, and research administration activities across VMP, WSU offices, and USDA partners.