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Administrative Services Manager B

Apply now Work type: Permanent Full Time
Location: Anacortes, WA
Categories: Academic Affairs

Position Title Administrative Services Manager B
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 Shannon Point Marine Center 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

In this role as the Administrative Services Manager you will work under the direction of the Director of Marine and Coastal Sciences to support research, teaching, and outreach at the Shannon Point Marine Center as well as activities related to the developing interdisciplinary Marine and Coastal Science major.

Typical duties include:

  • Administrative Financial Support: 
    • Audit and approve expenditures, requisitions, journal vouchers, payroll, and personnel changes for accuracy and compliance with policies and procedures utilizing Banner, Millenium FAST, Excel, and other internal programs, monitoring and reconciling budgets and preparing budget reports as delegated by the Director
    • Review organization's current needs and programs against budget limitations and recommend appropriate action
    • Develop and implement procedures to effect new programs or activities in conformance with institution and program sponsor's policies
  • Programmatic Support:
    • Liaise with on- and off-campus programs and departments that use Shannon Point Marine Center facilities
    • Coordinate course offerings, speakers, events, and other programming between participating departments and programs
    • Coordinate SPMC departmental scholarships, including application processes, selection, and award notification processes
  • General Administrative Support
    • Prepare and maintain administrative, business, and academic reports and records
    • Act as primary and initial contact for current and prospective students, other Western departments, faculty, staff, and community members.
    • Responsible for SPMC front desk, including telephone, main departmental email account, and walk-in questions
    • Coordinate travel for SPMC faculty and staff
  • Communications:
    • Create, update, and maintain SPMC website
    • Coordinate communications with University Relations & Marketing as needed
    • Coordinate program promotion by creating and publishing marketing and advertising materials (e.g., fliers, posters, media releases, etc.) to promote SPMC programs.
Required Qualifications
  • Bachelor's Degree PLUS two years of related full-time administrative and/or supervisory experience; additional administrative or supervisory experience may substitute, year-for-year, for educational requirements
  • Experience managing multiple large budgets, including grant budgets, and experience 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), Access, and Outlook (calendar and email capabilities)
Preferred Qualifications
  • 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 WWU budget and travel policies
  • Familiarity with TEM, Banner, and Millennium
Salary New hires typically begin at $4270/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 07/25/2019

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 at The report can be found at: Annual Security and Fire Safety Report.

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: 497119
Advertised: Pacific Daylight Time
Applications close: Pacific Daylight Time

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