Administrative Assistant 3 - IT - C99401

Eastern Washington University; Cheney (WA); On-site; USD 49,000 - 64,000; Full time

Benefits offered by this job

Health insurance

Dental insurance

Retirement benefits

Vacation and sick leave

Job summary

Eastern Washington University is seeking an Information Technology Administrative Assistant 3 in Cheney. The role provides administrative, financial, and operational support for the IT division under the AVP/CIO, ensuring efficient budget management, purchasing, contracts, and records in line with university and state policies.

The position emphasizes coordinating resources, improving workflows, and delivering excellent customer service to faculty, staff, and students, with a salary range of

Qualifications

• Four years of education or experience in clerical, office or administrative work.
• Knowledge of administrative procedures, office practices, travel processes, and basic accounting.
• Strong verbal and written communication skills.
• Proficient computer skills in Microsoft Office, SharePoint, and calendar systems.
• Ability to plan and prioritize office operations within a busy, multi-tasking environment.
• Ability to operate office equipment and maintain confidentiality.

Responsibilities

• Financial Operations and Budget Monitoring: process chargebacks, review invoices, track renewals, and assist with budget reporting.
• Administrative Tasks and Processing: maintain files, handle travel requests, track licenses and subscriptions, and support contracts and purchasing.
• Preparation of Reports, Surveys, and Communication Materials: assist with surveys, draft narratives, and prepare various reports.
• Special Projects and Assignments: coordinate department projects, events, and provide general administrative support.

Skills

Administrative procedures

Office practices

Travel processes

Microsoft Office

SharePoint

Verbal communication

Written communication

Calendar systems

Budgeting

Confidentiality

Education

Four years of education or experience in clerical/administrative work

Tools

Ellucian Banner Finance

Microsoft Office

SharePoint

Calendar systems

Job description

Job Title:

Administrative Assistant 3 - IT - C99401

Location:

Cheney

FLSA Status:

Non-Exempt

Work Schedule Type:

Regular

Work Schedule:

Monday – Friday, 8:00 a.m. – 5:00 p.m.

Term of Appointment:

12 Months

Job Summary:

We are currently seeking skilled and team-oriented applicants for the following position: Information Technology Administrative Assistant 3. This positing performs administrative assistant duties and operational tasks in support of the Department of Information Technology under the supervision of the AVP/CIO. This position provides administrative, financial, and operational support for Eastern Washington University's Information Technology Division. The role ensures effective management of administrative support, including budgets, chargebacks, contracts, licensing, purchasing, travel, records, and departmental processes, allowing IT services to operate efficiently and in compliance with university and state policies. By coordinating resources, improving workflows, supporting staff and stakeholders, and maintaining accurate financial and administrative records, the position helps sustain the technology infrastructure and services that support teaching, learning, research, and student success. This position directly contributes to EWU's mission by promoting operational excellence, stewardship of university resources, and an excellent customer experience for faculty, staff, and students.

EWU is committed to supporting and promoting a workforce that is welcoming to all and encourages applicants of all backgrounds to apply for this position.

The salary for this position is $48,996 - $64,128. Where the hired candidate will begin within this range is dependent on education, experience, and skills.

In addition to salary, the university offers a comprehensive benefits package including health insurance and disability insurance and retirement. In addition, EWU offers generous vacation and sick leave accruals, 13 paid holidays per year and fringe benefits, such as tuition waiver for employees and eligible family members, discounted EWU sports tickets, full access to our campus workout facilities at a minimum fee and free transportation through STA buses. For additional information regarding insurance benefits please see our Benefits page: https://inside.ewu.edu/hr/benefits-briefing/benefits/insurance/

Applications are open and accepted until recruitment is closed. Screening of applications will begin on immediately.A three-day notice will be provided prior to closure of recruitment. All materials will be held in strictest confidence; references will not be contacted until candidates have been notified.

Eastern Washington University provides an inclusive, equitable, and transformative learning experience, driving the pursuit of knowledge with affordable academic excellence.

About Eastern Washington University:

Eastern Washington University, a regional, comprehensive public university with an enrollment of over 10,000 students, is one of six state-funded four-year institutions of higher education in Washington, each governed by its own board of trustees. As the region’s polytechnic, we are recognized for our distinctive approach to hands-on learning that leads to in-demand careers. EWU’s 300-acre main campus is located in Cheney, a community of 12,000 residents 16 miles southwest of Washington’s second largest city, Spokane. Eastern also offers programs in downtown Spokane at the innovative, energy-efficient Catalyst building, theSIERRbuilding which is a hub for research, development and advancement of health sciences. In addition,EWUprograms can be found at select locations throughout the state, aligned with the needs of the community. Eastern contributes to the vitality of the region and the state through its wide array of bachelor’s and master’s degrees in over 100 fields of study, as well as applied doctorates in physical therapy and educational leadership, offering accessible pathways to career success and personal development to students of all socioeconomic and cultural backgrounds.

Eastern Washington University has been recognized for its commitment to helping undergraduate students learn, grow and succeed by Colleges of Distinction, a nationally trusted resource guide for college-bound students. The honor recognizes Eastern as a ’26 -’27 College of Distinction (CoD), the second consecutive year it has received the national recognition.

Tribal Land Acknowledgement:

At Eastern Washington University, we are proud to recognize the land of the Spokane Tribe and other tribes that shared the land for fishing and trading. The Spokane Tribe, Coeur d’Alene Tribe, Confederated Tribes of the Colville Reservation, the Kalispel Tribe, and the Nez Perce Tribe are integral to the cultural heritage and traditional ethnological knowledge of the land.

Native American heritage is woven into the fabric of our institution, enriching our community through tribal culture, historical teachings, and tribal language, and is embraced daily by students, staff, faculty, and the Eastern Washington community.

At EWU, we are committed to reflecting on and acknowledging the historical injustices of genocide and the forced removal of tribal peoples and all our relatives. EWU recognizes and honors tribal sovereignty and government to government relationships with tribes.

From here forward, EWU will remain committed to supporting, honoring, and recognizing the Native American community and the dynamic contributions that are shared with our university.

Equal Opportunity Statement:

EWU does not discriminate in its programs and activities on the basis of race, color, creed, religion, national origin, citizenship or immigration status, sex, pregnancy, sexual orientation, gender identity/expression, genetic information, age, marital status, families with children, protected veteran or military status, HIV or hepatitis C, status as a mother breastfeeding her child, or the presence of any sensory, mental, or physical disability or the use of a trained guide dog or service animal by a person with a disability, as provided for and to the extent required by state and federal laws.

Conditions of Employment:

This position, during the course of university employment will be involved in the receipt of, or accountability for, university funds or other items of value, as well as the unsupervised access with the developmentally disabled, vulnerable adults or children under the age of 16. The offer of employment is contingent upon successful completion and passing of a background check prior to beginning employment.

Applicants must be authorized to work for ANY employer in the U.S. We are unable to sponsor or take over sponsorship of an employment Visa currently. Sponsorship is not available for this position at this time.

All new employees must comply with EWU Immunization Policy 602-02 and provide proof of immunity or vaccination to MMR before beginning work at EWU. Waivers for the immunization requirements are available for medical or sincerely held religious beliefs.

This position is covered by the Washington Federation of State Employees’ Collective Bargaining Agreement: https://in.ewu.edu/hr/wp-content/uploads/sites/40/2025/05/WFSE-EWU-CBA-Barg.-Units-1-and-2-2025-2027_2024-12-02.pdf

After starting employment, employees will complete the required training via Canvas. The Office of Employee Belonging, Development, and Leadership will reach out to you concerning Workplace Belonging training and asynchronous New Employee Orientation.

Note:Interviews might be conducted via Zoom (camera must be enabled). If so, candidates must be able to demonstrate competence using Zoom and other technologies.

Physical Demands:

Contact Human Resources at [e-mail] to obtain a copy of the Essential Functions Analysis which will describe conditions of employment, such as physical demands.

Protective Equipment:

University, local, regional, and state mandates for public and personal protection should be followed as needed.

Required Qualifications:

• Any combination of four (4) years of education or experience in clerical, office or administrative work, or business administration, publicadministrationor a closely related field.
• Knowledge of administrative procedures, office practices, correspondence preparation, general accounting practices, travel processes, detailed event planning, and basic task management practices.
• Ability to communicate using strong,effectiveand coherent verbal and written skills and recommend solutions to issues.
• Proficient computer skills in Microsoft Office products (Word, Excel, PowerPoint), SharePoint, electronic calendar system including resource room management, and other office software adopted by department.
• Ability to plan and prioritize office operations within a busy, multi-taskingenvironment,this includes adapting to changing priorities and organizational needs.
• Ability to work with office equipment such as computers, printers, fax machines, copy machines, scanners, projectors, video equipment, digitalsignage.
• Ability to exercise sound judgement,discretionand confidentiality.

Preferred Qualifications:

• Experience in highereducation, orstate government, and basic knowledge of state laws,rulesand policies.
• Experience with Ellucian Banner Finance.

Proposed Job Duties & Responsibilities

Financial Operations and Budget Monitoring: (50%)

• Processes departmental chargebacks using a variety of methods as appropriate, including but not limited to: journal vouchers (JVs, jupload) inter-departmental purchase orders (IDPO), etc. Processing can occur monthly, quarterly, at the fiscal year end or ad-hoc as needed.
• Review and process monthly bills for IT, including but not limited to telecom, internet, cloud services, and other technology and administrative services. This also includes monthly lease payments. Calculate, document, and submit lease charge backs annually and quarterly.
• Track and process licensing/subscription renewals (monthly).
• Review and analyze invoices for discrepancies and unexpected increases and elevate to supervisor for review.
• Evaluate costs for departmental expenditures, including but not limited to: equipment, supplies, furniture, travel, meetings and other events.
• Assists with departmental budget development, journaling, reconciliation, forecasting, monitoring and reporting, including preparation of budget reports and maintaining a central ledger/journal.

Administrative Tasks and Processing: (30%)

• Establishes and maintains manual and electronic files, and ongoing process improvements, in support of departmental billing, purchasing, policies and procedures, communication efforts, presentation materials, and department operations.
• Inputs and submit travel requests for IT staff ensuring University and State policies are followed.
• Maintain records of IT licenses, subscriptions, leases, services, and other assigned technology resources, including cost, users, departments, renewal dates and related documentation.
• Develop, document, maintain, and improve procedures for assigned administrative and operational responsibilities.
• Coordinate Committee and departmental meetings, including scheduling, preparing agendas and materials, recording meeting notes, and tracking follow-up actions.
• Attend departmental and committee meetings, provide administrative support, and represent the IT team professionally.
• Support the review, routing, and processing of contracts, agreements, purchasing documents, and related records for accuracy, completeness, and required approvals.
• Provide in-person reception and administrative support, including assisting visitors, answering general questions, and providing building directions.
• Receive and deliver mail, packages, and departmental orders.

Preparation of Reports, Surveys, and Communication Materials: (15%)

• Assists with surveys and the preparation of reports by gathering and computing numerical information.
• Drafts for supervisor review regarding narrative interpretation of information to be included in reports.
• Review reports for clarity and accuracy, pointing out questionable data or narrative to supervisor for clarification.
• Completes and/or prepares a variety of reports, including but not limited to: minutes, policies/procedures, campus communications, digital signage, website pages, correspondence, etc.

Special Projects and Assignments: (5%)

• Coordinates special, assigned projects within the department including event planning (including monitoring of budget and expenditures for events), detailed logistical support, and implementation support.
• Other duties as assigned.