Program Assistant III

Gonzaga University Institute for Climate, Water, and the Environment; Washington (District of Columbia); Hybrid; USD 29,000 - 30,000; Full time

Job summary

Gonzaga University Institute for Climate, Water, and the Environment seeks a Program Assistant III to support the Music department and related offices in Washington, DC. The role focuses on complex administrative and budgetary duties, cross‑functional coordination, and reliable customer service.

Responsibilities include data management in Banner and spreadsheets, event planning, travel arrangements, and supervising student staff, with hybrid work and 40 hours/week during the 10 months of

Qualifications

• Bachelor’s degree or equivalent experience required.
• 1 year of related experience required.
• In lieu of education, equivalent professional experience allowed at ratio of 1 year per year of education.

Responsibilities

• Provide complex administrative support requiring independent judgment.
• Input course data and maintain department databases and email lists.
• Plan, advertise, set up, monitor, and tear-down departmental events.
• Prepare and process budgets, invoices, contracts, and expense reports.

Skills

Microsoft Office

Excel

Word

English proficiency

Education

Bachelor’s degree or equivalent experience

Tools

Banner

Concur

EMS

Job description

Title: Program Assistant III

VP Area: College of Arts and Sciences

Department: Music

Work Schedule: Fixed daytime hours Monday-Friday

Telework Availability: Hybrid Available

FLSA Status: Non-Exempt

Employee Classification: Regular full-time (staff 30+ hours)

Hours per week: 40

Months per year: 10

Off Months: June-July

Job Purpose The position develops and maintains strong professional relationships and works collaboratively with a variety of internal and external stakeholders. Performs a wide range of complex administrative and budgetary duties in support of Classical Civilizations and Music department members. Will provide direction and support to other administrative support staff and student employees.

Essential Functions

40% - Administrative Support

• Performs a wide range of complex administrative duties requiring independent judgment and initiative on assignments that are sensitive in nature.
• Perform complex word processing tasks such as merging and sorting, integrating text and graphics, and helping to generate direct mailings, forms, flyers, posters, and other documents.
• Input course data in Banner, create spreadsheet with courses, run error reports, and make corrections when necessary. Maintain up-to-date databases and email distribution lists for department.
• Manages correspondence for department operations.
• Maintains professional and accurate physical and digital records including confidential reports and information.
• Submits and monitors work orders for offices and department members.
• Maintaining and ordering supplies for the offices and equipment.
• Plan, advertise, set -up, monitor, and tear-down of departmental events and meetings.
• Scheduling of appointments, calendars, meetings, travel and other events, including the procurement of logistical needs and posting on social media accounts.

30% - Budgetary Support

• Prepare, audit, and process requisitions, expense reports, invoices, contracts and credit card statements.
• Monitor, reconcile, and generate reports on department budgets including all restricted funds.
• Uses spreadsheet and database software to create and maintain various budget and personnel records for each department.
• Assist faculty with travel requests and expense reconciliations.
• Monitor student employee hours/earnings to ensure compliance.

20% - Customer Service

• Welcome and greet visitors with pleasant and professional demeanor.
• Respond and proactively assist with inquires on a multi-phoneline system and email communication in a timely manner.
• Proactively works to facilitate communication between visitors and employees.
• Resolves complex and escalated issues.
• Oversees and assigns work and special projects to student employees for the department.
• Additional Duties as Assigned by the Department

Educational Requirement Bachelor's Degree or Equivalent Experience

Years Of Related Experience Requirement 1 year

In lieu of the educational qualifications, candidates may qualify with equivalent professional experience at a ratio of one year of experience for each year of required education.

Skills & Abilities Proficient in Microsoft Office, Excel, and Word.
Proficient in English written and verbal communication skills.
Excellent organizational skills.
Demonstrated time management, punctuality, and priority setting skills.
Strong attention to detail and accuracy
Ability to maintain confidentiality
Strong customer service skills.
Ability and disposition to learn new computer programs as they emerge.
Maintain composure in fast paced work environment.
Demonstrated ability to manage competing priorities with frequent interruptions.

Preferred Qualifications One year of budget experience.
Work experience in higher education and/or arts organizations.
Experience with various software such as Banner, Concur and/or EMS.

Physical & On-Campus Requirements In-Office Presence - Ability to work on-site in typical office setting and participate in in-person meetings with colleagues: 5 days/week

Standing/Sitting - Ability to remain in a stationary position for a prolonged period: Often (50%-75% of time)

Walking - Ability to move about on foot to accomplish tasks: Rarely (1%-49% of time)

Lifting/Carrying - Ability to move or transport objects up to a specified weight (e.g., 50 pounds): Rarely (1%-49% of time)

Attention to Detail - Ability to focus on detailed tasks for extended periods: Daily (>75% of time)

Problem-Solving - Ability to identify and resolve issues effectively: Daily (>75% of time)

The budgeted salary range that the University reasonably expects to offer for this position: $20.77 - $22 per hour

Pay Range
Minimum Salary (Non-Exempt): 20.77
Midpoint Salary (Non-Exempt): 25.96
Maximum Salary (Non-Exempt): 31.15

Is this position eligible for relocation reimbursement?: No
Is this position eligible for a signing bonus?: No
At this time, the University has suspended all new H1B visa sponsorships.