Jobs at Western

Administrative Support and Events Coordinator

Apply now Work type: Permanent Full Time
Location: Western Main Campus
Categories: Fairhaven College, Administrative/Clerical

Position Title

Administrative Support and Events Coordinator

About the University Western Washington University, with over 15,000 students in seven colleges and the graduate school, is nationally recognized for its educational programs, students and faculty. The campus is located in Bellingham, Washington, a coastal community of 83,000 overlooking Bellingham Bay, the San Juan Islands and the North Cascades Mountain range. The city lies 90 miles north of Seattle and 60 miles south of Vancouver, British Columbia. Western is the highest-ranking public, master’s-granting university in the Pacific Northwest, according to the 2017 U.S. News & World Report rankings.
About the Department Fairhaven College supports Western’s mission to bring together individuals of diverse backgrounds and perspectives in an inclusive, student-centered university that develops the potential of learners and the well-being of communities. We encourage applications from women, people of color, people with disabilities, veterans, and other candidates from underrepresented backgrounds and with diverse experiences interested in this opportunity.
About the Position

As our Administrative Support and Events coordinator, you will support the Fairhaven College administrative unit and the mission of the College by performing the necessary clerical duties of the main office.  You will also work to support the Word Issues Form and other College events by scheduling speakers, coordinating travel logistics, space reservation and set-up, preparing catering requests, preparing promotional materials, and event calendars.

Your responsibilities will include:

  • Clerical and Administrative Support for Fairhaven College
  • Participation as part of the Point of Contact team (in addition to student workers) for all front-office communications and visitors. (By filling in the gaps when student workers are not scheduled.) Including:
    • Answering phones
    • Providing front-desk office reception services to visitors, students, staff and administrators
    • Providing referrals regarding College information to staff specialists
    • Mail distribution
    • Maintaining smooth running capabilities of the front office, such as:
      • Contacting University support services for issues, such as ATUS for a computer issue
      • Collecting and disseminating faculty office hours
      • Organizing faculty mailboxes and department files
      • Taking meeting minutes at College and committee meetings
      • Fulfilling copy requests
      • Completing special mail requests
      • Additional tasks identified by supervision
      • Assisting with reservations and scheduling of college facilities
      • Providing information about Fairhaven College, its mission, operations and college policies and procedures to the public and prospective students
      • Providing informed support to current students about college and university policies, procedures and use of facilities
  • Event Support for Fairhaven College
    • Participating in planning and coordination of College-wide events and programs, such as Scholars Day and graduation, by completing administrative and clerical support tasks such as collecting student names, creating event programs, coordinating and documenting RSVPs, coordinating potlucks and creating event schedules
    • Providing logistical support for other program-specific events such as those for the Law, Diversity and Justice Program
    • Promoting Fairhaven College events by designing and distributing general written communication materials such as event flyers and posters and posting on social media.
  • World Issues Forum Event Coordination
  • These tasks are cyclical and predominantly happen in summer and in the first half of the quarter for the next quarter. 
    • Receiving the preferred speaker list from the faculty coordinator and 210A faculty each quarter
    • Contacting identified speakers to schedule their event dates (eight per quarter) and gather publicity materials for their talks
    • Working with faculty coordinator to design program schedule
    • Managing program budgets in consultation with faculty coordinator, supervisor and Dean
    • Coordinating speakers’ travel and lodging
    • Preparing speaker contracts and required forms
    • Working with faculty coordinator to Identify vacant speaker opportunities and potential alternatives
    • Preparing publicity materials for campus and community media outlets, quarterly programs, and quarterly program and weekly event posters, and organize widespread physical and electronic distribution
    • Working with Information Technology Manager to maintain and improve quality of College website and World Issues page for publicity and archival purposes, including planning for an integrated online events calendar
    • Communicating and promoting World Issues Forum event to departments, units and colleges on campus and in the community
    • Communicating with departments, units and colleges across campus that have been engaged as co-sponsors of the World Issues Forum by faculty to maintain and build those opportunities
    • Assisting faculty in identifying opportunities for fundraising from external sources
    • Coordinating logistics for speaker events, including room assignment, posting of announcement posters, event setup and purchasing of food/drinks
    • Transporting speaker to and from campus and escort speaker to any additional locations on campus prior to, and subsequent to, speaker’s event

The State HR title for this position is Events Coordinator 1.

Required Qualifications
  • High school graduate or equivalent
  • Two years of experience in event planning or community event organizing
  • Experience in project management and organizational skills
  • Experience in MS Office Suite products, including Word, Power Point and Excel, so as to be able to perform basic clerical and administrative support functions
  • Experience in preparing communications materials, such as event fliers, using basic graphic design and layout techniques
  • Demonstrated written and verbal communication skills
  • Demonstrated teamwork and communication skills within diverse groups, such as faculty, staff, students, and community members
  • Demonstrated ability to work collaboratively
  • Highly effective customer service skills, which include telephone and in-person
  • Ability to perform work with a high degree of professionalism
  • Ability to multi-task and prioritize customer service

 

Preferred Qualifications
  • Bachelor’s degree
  • Background in global studies, world affairs or related topics
Salary  New hires typically begin at $2914/month; including an excellent benefits package
Bargaining Unit  A - WFSE
Application Instructions

A cover letter and resume are required and should address your experience related to the position responsibilities and the required and preferred qualifications.

Please include the names and contact information of three professional references.

 

Closing Date Notes  Posting Closes August 27, 2017 at 11:55pm

Western Washington University (WWU) is an equal opportunity and affirmative action employer committed to assembling a diverse, broadly trained faculty and staff. Women, minorities, people with disabilities and veterans are strongly encouraged to apply. In compliance with applicable laws and in furtherance of its commitment to fostering an environment that welcomes and embraces diversity, WWU does not discriminate on the basis of race, color, creed, religion, national origin, sex (including pregnancy and parenting status), disability, age, veteran status, sexual orientation, gender identity or expression, marital status or genetic information in its programs or activities, including employment, admissions, and educational programs. See WWU’s Policy on Ensuring Equal Opportunity and Prohibiting Discrimination and Retaliation. Inquiries may be directed to the Vice Provost for Equal Opportunity and Employment Diversity, Title IX and ADA Coordinator, Equal Opportunity Office, Western Washington University, Old Main 345 (MS 9021), 516 High Street, Bellingham, WA 98225; 360.650.3307 (voice) or 711 (Washington Relay); eoo@wwu.edu

WWU is committed to providing reasonable accommodations to qualified individuals with disabilities upon request. To request this document in an alternate format or to request an accommodation, please contact Human Resources Disability Services, 360.650.3774 or 711 (Washington Relay).

All new employees must comply with the immunization policy and show employment eligibility verification as required by the U.S. Citizen and Immigration Service before beginning work at WWU. A thorough background check will be conducted on all new hires.

 

Job no: 495446
Advertised: Pacific Daylight Time
Applications close: Pacific Daylight Time

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