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Secretary Senior

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

Position Title Secretary Senior
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

Western's Huxley College of the Environment is the oldest interdisciplinary environmental studies college in the U.S.  It is known nationally and internationally for its excellence in educating the next generation of environmental leaders.  Huxley's academic programs reflect a broad view of the physical, biological, social and cultural world.  Huxley College supports 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.

The department offers degrees in Environmental Science at the undergraduate and master's level.  The department values putting learners in active roles in real world contexts and recognizes the diverse kinds of professional expertise its faculty bring.  The department maintains active relationships with community, agency, NGO, and private sector partners.

Huxley College and the Department of Environmental Sciences is particularly committed to diversity and inclusive excellence in our faculty, students and staff.  We encourage applications form women, people of color, people with disabilities, veterans, and other candidates from underrepresented backgrounds and with diverse experiences interested in this opportunity.  We seek candidates who share and can contribute to our commitment to diversity and inclusive excellence through active engagement in the department, university, and wider community.

About the Position The Environmental Sciences Department of Huxley College at Western Washington University is seeking to hire a full time permanent support position who reports directly to the Department Manager. The Environmental Sciences (ESCI) department offers an extraordinarily high number of field courses with frequent off campus activities engaging students in experiential learning. One of the main duties of this position is coordinating 100+ field trips per year.

The ESCI Department is also proud of their faculty’s ability to acquire external research grants. This position will work directly with the faculty and PIs in servicing their grants including: initiating hiring documents, purchasing items, and arranging travel.

20+ graduate students are enrolled every year in the ESCI Master’s Thesis Programs and this position will assist graduate students with their conference travel arrangements along with maintaining their research & travel monetary awards as noted below.

Other office duties include acting as traveler delegate for all faculty and graduate students in the department, scheduling department meetings & taking minutes, coordinating end-of-the-year student awards, maintaining faculty committee assignments, and general office work as outlined below.

The successful candidate will be an efficient worker with a knack for logistics, have a good eye for detail, and be a team player. Strong multi-tasking skills and a desire to work well with faculty, staff, students, other departments and travel vendors are vital to success in the position.

  • Field Trip Coordinator
    • Coordinate the department's 100+ field trips per year
    • Manage the department's 12-passenger vans which are leased yearly from the State of WA and services through WWU's Facilities Management
    • Gather course field trip information each quarter from faculty
    • Create and maintain daily van trip schedules for each quarter
    • If not enough leased vans are available on any given day for field trips, reserve 12-passenger vans through outside vendor
    • Troubleshoot logistical issues
    • Prepare the required travel forms for each faculty, including reimbursements when necessary
    • Communicate with new drivers about the required driver safety training
    • Document that all drivers; (including Teaching Assistants) safety forms and large van training certifications are on file
    • Ensure all drivers stay compliant with re-training of large van safety every 2 years 
    • Inventory and maintain van safety supplies
    • Prepare and submit quarterly field trips insurance form to Risk Management
    • Compose/maintain instruction documents regarding van usage and go over these instructions with new drivers
    • Manage occasional subleases of the leased vans, when requested by other departments or grant-funded programs within the department, including preparing MOUs and obtaining the required signatures
    • Report monthly odometer readings to Facilities Management Office
    • Make ferry arrangements, when needed, including prepare letters for the educational discount - needed for each ferry trip
    • Reconcile the field trips budget monthly: FSFCRS and the fuel card expenses
    • Maintain quarterly field trip activity notebooks that summarize the quarter's field trips by course
    • Annually purchase van passes for state parks (Discover Pass) and federal land (NW Forest Pass)
    • Maintain WWU voyager fuel card log book and driver list
    • Keep accurate copies of all fuel card receipts in log book
    • Keep quarterly records of all the expenses associated with each course and compare with the revenue from student academic fee funds
    • Once a year, assist the department manager with completing the academic fee rate worksheet and suggest possible increases or decreases in student feeds based on the current year's revenue and expenses for each class
  • Department Meetings Organizer
    • Quarterly
      • Determine time/day will be the best for bi-weekly meetings each quarter
      • Schedule meeting room for those dates
      • Send calendar notification to all participants
      • Update as necessary if cancellations or additional meeting needed
    • At Each Meeting
      • Provide necessary handouts
      • Take notes and record the meeting
    • After Each Meeting
      • Compose minutes and prepare them for action at the following meeting
      • Maintain chronological notebook of all meeting agendas and minutes
      • Post approved minutes for future reference by faculty and staff
  • Graduate Students
    • Prepare travel authorizations and expense reports for the 20+ graduate students
    • Prepare and maintain accurate spreadsheets of the graduate students' monetary awards including fund for the Enhancement of Graduate Research and the Dean's Talbot Fund for Sustainability
    • Reconcile monthly budget reports of these two funds 
  • External Grants
    • Keep accurate records of all department external grants
    • Work directly with faculty PIs in preparing hiring forms, making purchases and arranging travel as needed to service grants
  • Purchasing Duties
    • Purchase items through Western Marketplace when appropriate
    • Maintain University P-Card and make purchases online, by phone, and in-store for department items such as office supplies, faculty equipment or supplies, and van cleaning and safety supplies; keep track of office supplies and reorder when appropriate
    • Review and reconcile P-Card purchases monthly
  • General Office Duties
    • Coordinate student graduation awards every spring
    • Maintain the list of all faculty and staff committee assignments for department, college, and university committees
    • Ensure accurate completion of faculty office hours spreadsheet at the beginning of every quarter
    • Maintain spreadsheet of expenses and revenue for individual faculty professional development funds and external grant F&A overhead recapture funds
    • Complete reimbursement forms as needed for faculty and students
    • Answer phone, assist drop-ins, make photocopies, check-out keys, and distribute mail
    • Provide back-up for Department Manager

The anticipated start date for this position is January 2019.

Required Qualifications
  • High school graduate or equivalent education/experience
  • Minimum two years of full-time experience in a professional office setting
  • Demonstrated experience in coordinating administrative logistics and scheduling
  • 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, Microsoft Word and Outlook
Preferred Qualifications
  • Associate's degree or equivalent education/experience
  • Experience using management software system, such as Banner
  • Experience using the TEM travel system
  • Experience in making travel arrangements for other employees in a work environment
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.

Closing Date Notes Position closes 11/26/2018  

niversity (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: 496259
Advertised: Pacific Standard Time
Applications close: Pacific Standard Time

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