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Administrative Services Manager for the Marine and Coastal Sciences Program

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

Position Title Administrative Services Manager for the Marine and Coastal Sciences Program
About the University Western Washington University, with over 16,000 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 2019 U.S. News & World Report rankings.
About the Department The Marine and Coastal Sciences program 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. 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 Services Manager you will work under the direction of the Director of Marine Science Programs to support the Marine and Coastal Sciences (MCS) major and program activities. The MCS is a new, interdisciplinary major being developed at WWU to help students develop into confident, thoughtful, ethical scientists who are ready to address the growing challenges affecting our marine and coastal environments. The major combines resources and expertise from the Biology Department, the Geology Department, the Department of Environmental Sciences, and the Shannon Point Marine Center located about an hour away in Anacortes. Though the position is currently advertised as a 0.5 position, it is expected to become a 0.9 position as the program develops. 

Your responsibilities will include:

  • MCS Program Administrative Support
    • Responsible for departmental front desk, including telephone, main departmental email account, and walk-in questions
    • Monitor and maintain fiscal records, process journal vouchers, and initiate and approve expenditures from budgets
    • Coordinate travel for MCS faculty and staff
  • MCS Programmatic Support
    • Coordinate speakers, events, and other relevant programming between contributing departments and programs
    • Coordinate MCS departmental scholarships, including application processes, selection, and award notification processes
  • Student Advising
    • Advise potential and current MCS students regarding major requirements, program offerings, program policies, and program opportunities, such as internships.
    • Coordinate student major applications
    • Track student progress through the major and update student plans as major
  • Communications
    • Coordinate ongoing program promotion with ongoing creation of new communications materials, including website and social media, fliers, posters, media releases, etc.
Required Qualifications
  • Bachelor's degree in biology, chemistry, geology, environmental science, or related subject matter, or equivalent education/experience sufficient to advise students regarding course registration, requirements, and degree progression
  • Experience in office or administrative setting performing clerical or administrative support work including day-to-day office operations and reception duties
  • Experience managing multiple budgets in excess of $10,000 and experience in managing organizational purchasing
  • Ability to be a self-starter, work independently, set own work priorities, and maintain open communication with supervisor
  • Ability to work as part of a diverse, collaborative team in a dynamic work environment
  • Excellent verbal and written communication skills
  • Excellent organizational skills
  • Demonstrated proficiency with Microsoft Word, PowerPoint, Excel (spreadsheet and graphing capabilities), and Outlook (calendar and email capabilities)
Preferred Qualifications
  • Experience advising students in academic or similar setting
  • Demonstrated proficiency with design, creation, and maintenance of websites using Wordpress, Drupal or equivalent software
  • Experience with paperwork for travel, hiring, and personnel management
  • Familiarity with the WWU Curriculog program
  • Familiarity with WWU academic requirements and academic advising
  • Familiarity with WWU budget and travel policies
  • Familiarity with TEM, Banner, and Millennium
Salary New hires typically start at $1,796/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 the Public School 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 Closes December 21, 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: 496306
Advertised: Pacific Standard Time
Applications close: Pacific Standard Time

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