Administrative Specialist

AgWest Farm Credit•Spokane, WA

8d•Hybrid

About The Position

AgWest Farm Credit is a member-owned financial cooperative that provides financing and related services to farmers, ranchers, agribusinesses, commercial fishermen, timber producers, rural homeowners and crop insurance customers in a seven-state territory in the Western United States. AgWest is part of the 100+ year-old Farm Credit System – the leading provider of credit to American agriculture. AgWest champions the growth and advancement of agriculture, the value of rural communities, and the vital contribution our customers make to the economy and society. We serve customers in 59 locations throughout the West. We are in search of an Administrative Specialist II or Administrative Specialist III to join our Learning and Research department in Spokane, Washington (Headquarters). This full-time position reports to the VP, BMC and Advising and provides comprehensive administrative and program support for the Family Business Facilitation practice and Learning and Research. Coordinates client and service-request processes, assessments, communications, scheduling, meeting and event logistics, invoicing, vendor payments, educational assistance administration, shared channels, and file and system records. Promotes consistent, responsive service by maintaining detailed work instructions and templates, supporting customers and stakeholders, and proactively improving administrative systems and workflows. This is a great opportunity for someone who brings energy, sound judgment, and a genuine passion for helping others. If you enjoy building relationships, anticipating customer needs, and being the person others can count on, this role is for you.

Requirements

Generally, requires one to three years’ administrative experience in a professional setting
Effective time management, project coordination and organizational skills with strong attention to detail and a consistent commitment to accuracy, quality and thorough follow-through
Ability to manage multiple concurrent projects and workstreams, including interdependencies, while maintaining clear priorities and keeping stakeholders informed
Demonstrated professional verbal and written communication skills, with the ability to adapt messages for different audiences
Ability to effectively produce documents in Microsoft Word, Excel and PowerPoint, and effectively utilize multiple and varied software programs
Ability to maintain confidentiality and demonstrate a high degree of professionalism and discretion in all matters
Exceptional customer service orientation
Ability to build effective working relationship
Demonstrated critical-thinking and problem-solving skills, including the ability to assess information, clarify priorities and exercise sound judgment
Demonstrated curiosity and commitment to continuous learning, including asking thoughtful questions and quickly developing knowledge of new processes, systems and subject matter
Associate’s degree or equivalent experience and/or training

Nice To Haves

Experience coordinating administrative processes, service requests, or projects from initiation through completion
Experience supporting facilitation, training, consulting, or other client-facing professional services
Experience administering assessment tools, surveys, learning platforms, or comparable systems, including account management, user support, and results reporting
Experience coordinating meetings or events, including scheduling, participant communications, facilities, audiovisual needs, materials, meals, and vendor arrangements

Responsibilities

Coordinate, track, and implement all processes and activity for the facilitation practice, from initial client inquiry to post-session reporting and communications.
Prepare and administer client assessments, including assessment customization, data entry, tracking responses, and compiling results to share with facilitators and clients.
Provide general administrative support for the team, including process coordination, system administration, ad-hoc tasks, onsite meeting support, clerical tasks, team reporting, printed materials production, and data validation.
Draft and send professional documents and written communications to AgWest customers and staff.
Monitor, maintain, and respond to inquiries and requests through shared email boxes, phone, voicemail, and calendars.
Plan and reserve meeting rooms, AV, meals, snacks and other event and venue-related details for planning sessions and team meetings at AgWest and third-party facilities.
Schedule and confirm participant availability for meetings.
Coordinate and administer invoicing and accounts payable processes for third-party vendors, including documentation and approvals.
Plan and reserve meeting rooms, AV, meals, snacks and other event and venue-related details for meetings and events at AgWest and third-party facilities.
Create and maintain up-to-date, professional, and detailed work instructions and templates.
Maintain and assure consistent file organization and administration.
Proactively identify and implement enhancements to systems, processes, and templates to increase effectiveness and efficiency, assuring alignment with stakeholders.
Perform all duties and maintain all standards in accordance with company policies, procedures, and internal controls.
Other duties as assigned.