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Administrative Assistant 3

Apply now Work type: Permanent Full Time
Location: Bellingham, WA
Categories: Huxley College

Position Title Administrative 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 Huxley College of the Environment Dean's Office support Western's mission, which states that together with our students, staff, and faculty, we are committed to making a positive impact in the state and the world with a shared focus on academic excellence and inclusive achievement. 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 Assistant 3, under the direction of the Dean and the College Operations Manager, you will provide support and assistance for the purpose of facilitating the day-to-day operations of the College office, including administrative support, scholarship budget tracking, committee support and evaluation procedure support.

Your responsibilities will include:

  • Administrative Support
    • Primary responsibility for office operations including incoming calls, inquiries, and mail; greet visitors and direct them appropriately; maintain office supply inventory and equipment; prepare conference room and coordinate College meetings (scheduling; creating and distributing materials; producing minutes)
    • Manage reservations/scheduling of College conference room
    • Provide support with iTV, Zoom and other videoconferencing
    • Delegate for managing the Dean's travel using TEM system
    • Liaison between Dean's office and departments and programs; inform department chairs, institute directors, academic liaisons and staff of schedules and project deadlines
    • Maintain office records and files according to established records retention schedule and ensure confidentiality of personnel evaluation records
    • Prepare and edit correspondence; prepare or assist with reports, procedures, and requests
    • Maintain the Dean's calendar using MS Outlook; schedule and coordinate group meetings for the Dean
    • Manage time entry for LEAD, update supervisors on student sick leave, distribute work study report to supervisors, track LEAD work study awards
    • Conduct all-voting via Survey Monkey
    • Process and track changes to the Huxley College Bylaws
    • Prepare and submit purchase requisitions and travel authorizations/reimbursements using TEM
    • Coordinate One Card/P-Card purchases for the Dean's office and Centralized Student Services team
    • Coordinate and monitor College scholarship applications and budgets
    • Maintain and update databases/spreadsheets
    • Assist Huxley College Student Support advisors with answering phones, greeting customers, and scheduling appointments
  • Event Planning
    • Coordinate large and small scale events
      • All-College Retreat
      • Huxley BBQ
      • Holiday Party
      • Graduation Celebration
      • Other non-recurring events
  • Committee Support
    • Provide administrative support for the College Scholarship, Research and Creative Opportunities Committee and Policy Committee
    • Set meeting dates and service as a member on the Scholarship Committee
    • Provide administrative support to Scholarship Committee: website updates, compiling applications, reviewing/ranking applications, Canvas updates
    • Communicate amount available for each scholarship awarded
    • Contact award recipients
    • Assist award recipients with composing thank you letters to donors
    • Provide administrative support for the Policy Committee
    • Provide administrative support at all-college meetings
  • Huxley Gear Sales & Inventory Management
    • Follow Student Business Office policies and procedures; cash handling, inventory tracking and auditing, event sales, etc.
    • Order and track inventory using Access database and manual inventory count; request annual audit from Huxley College supervisor or assigned staff member
    • Participate in yearly cash handling training; ensure that all cash handlers have participated in training through Student Business Office
    • Organize and oversee Huxley Gear event sales, typically two in an academic year, requiring cash fund requests and iPad check out for cash and credit card sales
    • Collaborate with Huxley Marketing
    • Monitor online sales, process online orders, contact customer to pick up order or ship order otu
    • Request Huxley Gear e-market site changes and updates through Student Business Office
    • Brainstorm new ideas to increase Huxley Gear sales
    • Prepare profit and sales trends reports
  • Scholarship Budget Oversight
    • Oversee Huxley scholarship budgets in excess of $60,000
    • Ensure account balances in scholarship funds and communicate available scholarships to Scholarship Committee
    • Ensure that awards are charged to the correct fund
    • Maintain spreadsheet of annual awards
  • Other Duties as Assigned
    • Coordinate Huxley college Green Fleet program
    • Prepare and process personnel documents
    • Ensure that correct student grievance procedures and timelines are followed and maintain confidentiality
    • Compile data for reports upon request of the Dean and College Operations Manager
    • Provide administrative support to Western Foundation Development Director (monthly donor thank-you cards and letters and other mailings for Huxley College)
Required Qualifications
  • High school graduate or equivalent
  • Four years of increasingly responsible experience providing secretarial assistance to executive level administrator, including the ability to exercise judgment, confidentiality and discretion
  • Proficiency with MS Office Suite, including Word, Excel and Outlook
  • Demonstrated ability to efficiently organize and prioritize tasks, meet deadlines and work independently
  • Proven ability to remain calm in stressful situations
  • Ability to work effectively under multiple deadlines and in high pressure situations with frequent interruptions
  • Demonstrated organizational, analytical, and project management skills
  • Demonstrated resourcefulness in acquiring information
  • Demonstrated ability to follow established procedures and generate high-quality work with careful attention to detail
  • Strong interpersonal skills
  • Excellent written and oral communication skills
  • Experience coordinating and planning large and small scale events
  • Ability to work effectively with diverse students, staff, faculty and administrators, as well as with external contacts
  • Demonstrated ability to contribute positively in a collaborative team environment
Preferred Qualifications
  • Bachelor’s degree
  • Experience working in a higher education setting
  • Experience tracking, forecasting and reconciling budgets
  • Experience working with college students and faculty
  • Experience managing travel
  • Experience managing payroll
Salary New hires typically start at $3044/month including an excellent benefits package
Bargaining Unit This position is part of bargaining unit D and is covered by the collective bargaining agreement with Public School Employees of WWU.
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 Position closes 11/25/2018

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); 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).

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 http://www.wwu.edu/vpess/annualsafetyreport.shtml.

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: 496258
Advertised: Pacific Standard Time
Applications close: Pacific Standard Time

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