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STS Administrative & Fiscal Support

Apply now Work type: Permanent Part Time
Location: Bellingham, WA
Categories: Administrative/Clerical, Academic Affairs

Position Title Scientific Technical Services (STS) Administrative & Fiscal Support Assistant
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 The Scientific Technical Services Program 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 STS Administrative & Fiscal Support Assistant you will be providing administrative and fiscal support to Scientific Technical Services (STS or SciTech).  

Your responsibilities will include performing a variety of administrative, budgetary, and clerical tasks, and to interact with faculty, students and staff from all parts of campus, and will include the following:

  • Working with STS Director to complete annual Fees & Rates requests
  • Preparing budget projections for new fiscal year
  • Monitoring, reconciling, and maintaining records of OneCard purchases
  • Initiating and tracking account journal vouchers related to recharging departments
  • Coordinating billing for services and collection of billing
  • Producing and sending invoices to companies and other external clients
  • Reconciling monthly Banner financial reports
  • Tracking expenditures associated with external grants
  • Preparing annual financial reports for external grants
  • Assisting STS Director in coordinating the purchase of technical equipment
  • Approving timesheets and leave requests 
  • Processing personnel action forms as needed
  • Assisting department personnel with travel forms, travel arrangements, and travel reimbursement
  • Assisting with new employee onboarding
  • Organizing and maintain program files
  • Answering multi-line telephone
  • Answering inquiries from faculty, students, staff and external clients 
  • Responding to emails
  • Producing informational materials about the program, including brochures and posters
  • Managing the issuance of room keys 
  • Scheduling and coordinating biweekly staff meetings, including room reservations
  • Providing administrative support to the STS Advisory council, including note taking
  • Submitting building maintenance and service requests
  • Ordering office supplies and maintaining office supply inventory
  • Assisting with the coordination and logistics for STS guests, including parking
  • Receive supplies and small equipment
  • Other duties as assigned

The State HR classification for this position is Administrative Assistant 2.

Required Qualifications

• High school graduate or equivalent
• Two or more years of increasingly responsible office experience
• Demonstrated commitment to providing high-quality customer service
• Strong skills in the areas of organization, time management, and prioritizing and anticipating needs; excellent communication skills and attention to detail
• Experience with Outlook, Word and Excel
• Demonstrated experience managing large or complex budgets with multiple funding lines and sources
• Experience with utilizing budgeting tracking software, accounting software and/or Excel to monitor and track budgets, reconcile accounts, and engage in good fiscal practices
• Experience with reconciling monthly invoices, accounts, income statements, balance sheets, and fiscal reports
• Experience in preparing and analyzing routine fiscal reports

Preferred Qualifications

• Professional experience in a higher education environment
• Experience supporting a technical program, such as a laboratory or manufacturing facility
• Experience with budget oversight and management
• Banner experience for Finance and Payroll reports and records
• Experience with hiring processes and managing personnel files, budget reports, JVs, transferring funds
• Experience reviewing and maintaining records for p-card purchases

Salary New hires typically start at $1,386/month including an excellent benefits package
Bargaining Unit This position is part of bargaining unit A and is covered by the collective bargaining agreement with the Washington Federation of State Employees
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 Applicant review begins September 5th, 2018; position is open until filled.

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);

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).

Annual Security and Fire Safety Report: This report is provided pursuant to the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act (“The Clery Act”). It includes statistics for the previous three calendar years concerning reported crimes that occurred on Western’s campus; in certain off-campus buildings or property owned or controlled by Western; and on public property within, or immediately adjacent to and accessible from, the campus. The report also includes institutional policies concerning campus security, such as policies concerning alcohol and drug use, crime prevention, the reporting of crimes, sexual assault, and other matters. You can obtain a copy of this report in printed or alternate formats by contacting the office of the Vice President for enrollment and Student Services. The report can be found at

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: 496025
Advertised: Pacific Daylight Time
Applications close:

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