Administrative Assistant 2

Job Summary

Central Washington University is recruiting a Administrative Assistant 2 to join our University Recreation Administration team in Ellensburg, Washington. This role is an important member of our team as they enhance the vision for the University. The role is a campus-based position, which means you get to see the lives you are impacting. Were offering a competitive salary plus the awesome CWU benefits.

Who we are:

We are a team of individuals committed to Changing Students Lives. No matter what job, each of us plays a part in supporting and empowering our students to fulfill their dreams.

Working in higher education provides career growth and career choice. Think of a university campus like a mini city, operating across 380 acres. Youll find robust academics, libraries, athletics and sporting events, full service and quick serve dining, conferences and events from small to large, recreation centers, housing, health services, police and public safety for the campus population of ~8,300 students.

Central Washington University has been named a Fulbright U.S. Scholar Program Top Producing Institution for the 2022-2023 academic year. In addition, for seven out of eight years, CWU was a recipient of the prestigious Higher Education Excellence in Diversity (HEED) Award from INSIGHT Into Diversity magazine. RentCafe has also named CWU #13 of the Top 20 Best College Towns in the U.S. in 2025.

Come join us on our journey to encourage, inspire, and create spaces where all identities thrive on campus.

Tour our campus in Ellensburg here. www.youtube.com/watch?v=HjdhOegDa9A

What we offer:

Our investment in you begins the day you join our team, a healthy and successful future for you is important to us. We offer medical, dental, life and disability insurance, retirement and optional savings plans, tuition assistance for you and your dependents, discounts across town, an employee assistance program for individualized counseling, and a wellness incentive program. Learn more: Benefits, Perks, and Leave and Total Rewards Calculator.

The Role:

This position provides direct administrative support to the Director of University Recreation and is responsible for coordinating and overseeing office operations and administrative support. The position also provides administrative support to full-time staff and graduate assistants within the University Recreation department. The position represents the interests of the University Recreation department and coordinates department-wide administrative functions, including analysis and support for various projects. The position also manages the departments purchasing processes and maintains department records, while ensuring compliance with applicable university policies and procedures.The Administrative Assistant 2 directly affects the vision, mission, and values of Central Washington University by creating and promoting a welcoming environment where students, faculty, and staff feel supported. All employees are expected to uphold and contribute to CWUs vision, mission, and values, fostering a culture of student success and institutional excellence.

Job Duties

Administrative

• Prepare, verify, process, and maintain departmental personnel records; initiate, record and ensure the accuracy of personnel action forms including student personnel action form updates for changes in pay rates; reconciles labor distribution reports.
• Responsible for the ordering, purchase, inventory, and distribution of department office supplies.
• Confirms the delivery of ordered material and merchandise; verifying the invoices before processing.
• Submits and tracks service repair and maintenance orders for copiers, printers, and computers for both on and off campus vendors.
• Reconciles Department Travel card and maintains all accompanying supporting documentation including travel authorizations, itineraries, and invoices. Ensures compliance with state and institution regulations and procedures.
• Assist the Director of University Recreation including the management of appointment calendars for the director and maintain knowledge and understanding of their project/work deadlines.
• Serve as the sole administrative support for the Recreation Department which serves the campus and the institution across department lines by serving 8,000+ students and 115 student staff.
• Interpret and understand the policies of the following campus departments (Budget, Purchasing, Human Resources, Travel, Student Employment, Payroll, Business Services and Contracts, etc.) on behalf of the Recreation Department; advise other full-time staff on applicable policies and procedures, and recommend course of action.
• Maintain classified, temporary, and student employee records, prepare and submit hiring documents, monitor work study awards, temporary employee and student employee hours.
• Organize incoming and outgoing correspondence, answer multi line department telephone, produce letters, memos, and reports in hard copy and electronic format.
• Organize recruitment/hiring process for department position searches following Human Resources procedures; prepare forms, submit advertising materials, schedule interviews, and participate in the interviewing and hiring.
• Independently interpret, implement, and communicate decisions regarding department policies and procedures.
• Exercise judgment and decision-making ability to solve administrative problems.

Fiscal Support

• Maintain a comprehensive system using Excel Spreadsheets and PeopleSoft reports for documenting fiscal activity; provides suggestions for development and maintenance of financial reports and tracking.
• Prepare, verify, process, and reconcile documents such as purchase requisitions (including Blanket PO requests each May), invoices, and payroll forms.
• Manages and ensures the monthly reconciliation of Purchasing Cards that are issued to University Recreation, as well as facilitating the annual audit.
• Perform detailed fiscal work to identify and solve issues with department fiscal transactions; maintain accounts and records; compile, prepare and archive PeopleSoft reports and queries on a monthly basis.
• Reconcile, review, and verify fiscal reports for accuracy; investigate and correct errors including line-item reconciliation for each Recreation Department project ID on a monthly basis.
• Advises full time staff members regarding the budget status in their respective areas of responsibility.
• Provides monthly reports for all University Recreation project IDs.

Operating Procedures

• Establish, review, and modify office procedures, standards, and priorities to meet deadlines.
• Serve as the initial contact for students, staff, and public to communicate information regarding University Recreation programs, policies, services as well as resolving problems as needed.
• Initiate action to ensure department and/or office goals are met.
• Manages the lost and found operations for the Recreation Center including the documentation of items of value, communication with public safety, and Surplus and Inventory Control.
• Inventory control - Responsible for issuing and tracking staff apparel for 160 student employees and 10 full time staff; Issue and track department owned equipment and supplies (laptops, digital camera, video camera, presentation materials, tablecloths); Maintains and audits 3 department key lock boxes.
• Initiate key card paperwork for 80-115 student employees and tracks/logs/reconciles this information with lock shop quarterly reports.
• Conduct the annual Inventory verification process as necessitated by Surplus and Inventory Control policies.
• Keep accurate employee certification records (i.e. First Aid & CPR, van driver training, etc.)
• Update department contact list as necessary including annual review of campus publications (i.e. phone book, catalog, etc.)

Involvement and Communication

• Ensure employees have necessary resources.
• Develop and foster supportive working relationships, motivation and engagement.
• Communicate information to staff on an ongoing basis to influence staff engagement and to be a part of a larger community.
• Prepares and distributes confidential department information as well as provide direct confidential support for the Director.
• Communicates messages and instructions from the Director to other staff members.
• Manages up-to-date message groups to facilitate communication to specific work groups or the entire University Recreation staff. Establish department electronic and manual file systems and process record archiving.
• Collaborate with both on and off-campus entities to advance the programs and image of University Recreation.
• Perform other duties as assigned.

Minimum Qualifications

• Progressively responsible administrative experience, including office management, budget reconciliation, and the ability to independently resolve problems and exercise sound judgment.
• Experience and/or training that demonstrates the ability to use Microsoft Office Suite including Word, Excel, Outlook and TEAMS or similar applications to prepare correspondence, maintain spreadsheets, manage schedules, etc.
• Experience that demonstrates the ability to multitask and work independently to meet deadlines.
• Strong interpersonal and communication skills, with the ability to establish and maintain effective working relationships with individuals at all levels of the university.
• Demonstrated ability to coordinate office functions, activities, and projects effectively and efficiently.
• OR applicable combination of education and/or experience which demonstrates the ability to perform the essential functions of the position.

Preferred Qualifications

• Experience with FRS/FMS (PeopleSoft), and SAFARI.
• Experience or interest in mentoring students from a variety of backgrounds.
• Experience working collaboratively as part of a team and contributing effectively to shared goals and objectives.
• Life experiences that demonstrate an ability to contribute to CWUs vision, mission, and values.
• Demonstrated commitment to improving access to higher education for students through various activities.

Competencies

• Accountability/Dependability: Accepts responsibility for quality of own work; acknowledges and corrects mistakes. Shows up on time, meets standards, deadlines, and work schedules.
• Judgement: Makes timely, informed decisions. Analyzes options and determines appropriate course of action.
• Teamwork: Promotes cooperation and mutual support to achieve goals. Encourages participation and mutual support.
• Adaptability/Flexibility: Responds positively to changing business needs and responsibilities. Adapts approach and methods to achieve results; recovers quickly from setbacks and finds alternatives.
• Commitment to Belonging: Values the uniqueness of every individual and fosters an environment where everyone feels respected and empowered to thrive.

Dont meet every single requirement? At CWU, were committed to creating a welcoming and genuine workplace. If youre excited about this role but your experience doesnt align perfectly with every qualification, we still encourage you to apply. This could be the opportunity youre looking for!

Pay, Benefits, & Work Schedule

Salary: This position is based on the range 41 of the Washington State Classification Listing, which has a minimum annual salary of $44,856 and maximum annual salary of $59,760. In accordance with RCW 49.58.110, the above salary reflects the full salary range for this position. Individual placement within the range is based on the candidates current experience, education, skills, and abilities related to the position.

Schedule/Appointment: Monday - Friday, 8:30am - 5:30pm (1 hour lunch)

Working Conditions: Work is performed in an indoor office setting with frequent in-person interactions. It is essential to be able to remain at a desk/computer workstation for prolonged periods of time, perform extensive data entry and other computer-related tasks and create/maintain filing systems for departmental records. Some evening or weekend work and/or occasional travel may be required.

Benefits: CWU offers a comprehensive benefits package including medical and dental insurance, retirement and optional savings plans, life and disability insurance, along with vacation and sick leave plans depending on employment classification. For additional information please visit Benefits, Perks, and Leave and Total Rewards Calculator.

An employee of CWU may be eligible for the Public Service Loan Forgiveness Program if the employee has student loans. To learn more, visit: https://ofm.wa.gov/state-human-resources/public-service-loan-forgiveness-program.

How To Apply

To apply for this position, you must complete the on-line application and attach:

• A detailed cover letter clearly demonstrating how your education and experience: (a) meet the required (and, as applicable, preferred) qualifications, and (b) demonstrate the ability to perform the responsibilities as described by the posting;

• Resume including work history, education, training; and

• Contact information for three professional references.

Screening Begins: September 22, 2026

Priority will be given to applications received by the screening date. Incomplete applications may not be considered.

Contact Information

Name: Michael Montgomery

Title: Director University Recreation

Email: Michael.Montgomery@cwu.edu

Phone: 509-963-3556

Website: https://www.cwu.edu/student-life/recreation/index.php

Please contact Human Resources at hr@cwu.edu or 509-963-1202 if you require technical assistance with the on-line application process.

Conditions of Employment

Background Check/Reference Check Process:

Prior to employment, final candidate(s) will be required to sign a Sexual Misconduct disclosure in pursuant to RCW 28B.112.080 and submit to a background check. All information obtained through background investigations will be strictly confidential and revealed only to those required to have access.

Notice to Prospective Employees:

Affirmative Action/Equal Opportunity Statement

Central Washington University is an EEO/AA/Title IX Institution. Central Washington Universitys policies and practices affirm and actively promote the rights of all individuals to equal opportunity in education and employment. Discrimination on the basis of race, color, creed, religion, national origin, sex, sexual orientation, gender identity and gender expression, age, marital status, disability, or status as a protected veteran is prohibited. The university provides an internal procedure for reporting discrimination and affords protection against retaliation for participating in the complaint process. Central Washington University complies with all applicable federal, state, and local laws, regulations, and executive orders including when soliciting bids and in the fulfillment of all contracts with governmental agencies. Direct related inquiries to Civil Rights Compliance, 202 Barge Hall, Ellensburg, WA 98926-7501; Telephone 509-963-2050; or email crc@cwu.edu.

Reasonable Accommodations

Central Washington University provides reasonable accommodations to qualified individuals with disabilities who are employees or applicants for employment. Employment opportunities will not be denied because of the need to make reasonable accommodations for a qualified individual with a disability. If you need assistance or accommodation in applying because of a disability, please contact Human Resources at HR@cwu.edu or call 509-963-1202. This job announcement and other material on this site will be made available in alternate formats upon request to an individual with a disability.

Annual Security and Fire Safety Report (Clery Act)

For the Central Washington University Annual Security and Fire Safety Report (i.e. Clery Report) which includes statistics about reported crimes and information about campus security policies, available online here or call CWU Police and Parking Services at 509-963-2959 for a paper copy.