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Office Assistant 3, Admissions Marketing and Communications

Apply now Work type: Permanent Full Time
Location: Bellingham, WA
Categories: Enrollment & Student Services, Administrative/Clerical

Position Title Office Assistant 3
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 division of Enrollment and Student Services and the Department of Admissions support 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

An essential goal of the Office of Admissions is to effectively communicate with students, staff, and the public about academic programs, student life, and undergraduate admissions procedures at Western Washington University.

As our Office Assistant 3 (OA3), you will be an integral member of the Communication Team dedicated to this mission, and you should be a hard-working, motivated person who likes to work in a fast-paced office.  Recognized as an office problem solver, you should be able to anticipate needs, communicate critical information, and enjoy supporting a hard-working team.  You should be an organized person who as the ability to produce a high volume of quality work while juggling multiple priorities with frequent interruptions.

Due to operational needs, hours of work at 7:30 am - 4:30 pm.

Your responsibilities will include:

  • Generating letters for mailing
  • Processing return mail and address changes; update addresses in Banner
  • Printing and mailing preparation for publications
  • Maintaining project management system on a daily basis
  • Maintaining and updating shared folders to coordinate publication printing
  • Coordinating with campus stakeholders to gather critical enrollment and advising publications for prospective and admitted students
  • Troubleshooting office issues within the Admissions Office including on and off campus programs
  • Budget and payroll; maintaining spreadsheets to track budget and expenditures; provide status reports
  • Preparing quarterly program budget reports and assisting with development of annual budget proposal
  • Preparing payroll and monitoring budget spreadsheet for all Admission student employees
  • Supervising Comm Team students
  • Hiring, training, supervising and coordinating the workflow for communication student support staff
  • Administrative support and customer service
  • Backing up the Program Coordinator during their absence 
Required Qualifications
  • High school graduate or equivalent
  • Minimum two years of full-time experience in a professional office setting providing high-quality administrative support and customer service
  • Exceptional organizational skills with demonstrated ability to set priorities and manage multiple projects in a high-pressure, deadline-driven environment
  • Demonstrated high degree of reliability, accuracy and productivity with careful attention to detail
  • Demonstrated ability to problem solve, take initiative, anticipate needs and remain flexible in a fast-paced environment
  • Strong interpersonal skills with ability to communicate professionally with diverse individuals at all levels of an organization and to work effectively as a member of a team
  • Proficiency with Microsoft Excel and Microsoft Word, including experience creating and using mail merge documents within Word
  • Experience using a complex database management software system, such as Banner, Nolij Web and/or Microsoft Access
  • Experience with Microsoft Outlook
Preferred Qualifications
  • Experience reconciling and tracking budgets
  • Experience directing and/or supervising the work of student workers and/or staff
Salary New hires typically start at $2530/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 and upload one professional letter of recommendation.

Closing Date Notes Position closes 10/26/2018

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: 496102
Advertised: Pacific Daylight Time
Applications close: Pacific Daylight Time

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