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Administrative Assistant (temporary)

Posted by Andrew Mack | September 29, 2022

Official Title/Title Code

Clerical Assistant

Working Title

Admin Assistant

Position Number


Appointment Status

Temporary Employee

Organization And Location

WSU Mount Vernon Northwestern Washington Research and Extension Center

Basic Function

Under general supervision, this position independently performs a variety of complex clerical projects and assignments working Monday – Friday in the NWREC front office. This position provides direct administrative support to the Director and Associate Director of WSU Mount Vernon Northwestern Washington Research and Extension Center (NWREC). This position serves as the initial point of administrative contact, often on complex and confidential issues, for all external constituencies, such as other WSU units both in Pullman and throughout the state; and with federal, state, county, and local government agencies and the community at large. This position assists the Director and Associate Director in a broad range of responsibilities related to the activities and operations of WSU Mount Vernon NWREC, and performs or helps coordinate a variety of administrative, support, and follow-up activities for the Director and Associate Director with the highest level of efficiency and attention to detail. Serving as the initial point of contact for NWREC and providing event and communications coordination and front office assistance for the Director and Center Programs. This position requires a high degree of professionalism, independent judgment and decision-making, confidentiality, discretion, and strong organizational skills.

Reports To

  • Carol Miles, Director
  • Tatum Weed, Associate Director

Supervisory Responsibilities


Type Of Work

Administrative Support

  • Serve as the initial point of direct contact with the Director and Associate Director and act as a unit liaison with other university offices, departments, colleges, and faculty as well as with local, county, state and Federal government agencies.
  • Interact with diverse external stakeholders in situations requiring a high degree of knowledge, tact, diplomacy, and confidentiality on the Director and Associate Director’s behalf.
  • Greet visitors, and answer or appropriately.
  • Maintain the Director’s calendar, schedule meetings, process travel reimbursement expense reports, and make other arrangements as needed.
  • Distributes daily mail, intercept deliveries, assists with proper shipping prices, and schedules FedEx for pickup.
  • Provide onboarding to all new employees and graduate students and verify I-9’s.

 Event Coordination

  • Manage the scheduling of the WSU Mount Vernon NWERC facilities in accordance with Center and university rental and reservation policies. Prepare rental use agreement contracts, process invoices, and collect rent, and serve as Events Coordinator for all events at NWREC.
  • Provide AV troubleshooting support for meetings, classes and conferences.


  • Coordinate and assist with the distribution of weekly notices from the Director to all faculty, staff, and graduate students.
  • Send e-mail reminders for Center meetings, seminars and special events.
  • Provide assistance and notifications regarding arriving/departing graduate students and employees.
  • Prepare agendas and meeting minutes for administrative, staff, and faculty meetings.
  • Assume primary responsibility as a member of the administration team in managing, preparing, and updating website and related documentation, brochures, manuals, handbooks, and press releases while working in conjunction with CAHNRS Communications and PREC/NWREC Graphic Designer.


  • Perform other duties as assigned.
  • Keep lobby, kitchen, break room, copy room, and mailbox area organized and tidy.

Required Experience

  • One year of experience as an Administrative Assistant 1 OR a Bachelor’s degree in business administration, public administration, or closely allied field and two years of responsible office experience at the senior clerical level or higher. Clerical or office work experience may be substituted for education on a year-for-year basis. Graduate study may substitute for experience on a year for year basis.
  • Demonstrated commitment and success working with people from diverse backgrounds in culturally sustaining ways.
  • Work experience that demonstrates an ability to function positively under pressure in a fast-paced, professional environment; to take initiative to organize and prioritize multiple assignments and projects efficiently with attention to detail; and to manage interruptions, meet deadlines, and provide high quality service to all constituents.
  • Experience organizing and expressing ideas in oral and written communication, including composing and editing correspondence and documentation.
  • Work experience that demonstrates competency, proficiency, and accuracy using software programs including Microsoft Word, Excel, PowerPoint, Outlook and Teams.
  • Must have, or able to obtain, a valid driver’s license by time of hire.

Preferred Qualifications

  • Experience providing complex administrative oversight and assistance to an office, preferable in a higher education environment, and ability to work well as part of a team.
  • Experience with coordinating, designing and/or maintaining websites, brochures, manuals, handbooks, press releases, videography, and other external communications.


Commensurate with experience. $17-20/hour


Monday – Friday 8AM – 5PM (with potential for some flexibility)

To Apply

Please email your resume and cover letter to Tatum Weed at