Jobs at Western

Administrative Assistant 3

Apply now Work type: Permanent Full Time
Location: Bellingham, WA
Categories: University Advancement

Position Title Administrative Assistant 3
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 90,000 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 Division of University Advancement is comprised of 44 staff members who support the engagement and philanthropy work. The three leadership units are: advancement services including financial and database work; major giving including donor relations and research; and alumni and constituent relations, advancement communications and marketing, and annual giving. Advancement transitioned to the Ellucian CRM in 2020. Main offices are on campus with satellite offices in downtown Bellingham and Seattle.

The WWU Foundation manages assets of over $115 million. Current extended campaigns include a one-year $20 Million capital campaign as part of a state-funded electrical engineering and computer science building and a multi-year Campaign for Student Success, which focuses on recruitment and retention scholarships plus program excellence.

University Advancement 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 the Administrative Assistant 3 (AA3), you are an integral member of the Donor Relations team within the Division of University Advancement and the WWU Foundation. Donor Relations is responsible for management and oversight of the baseline and overarching donor experience- through donor acknowledgement, recognition, demonstrating impact of gifts, thanking and communicating with Western’s most generous donors on a regular basis. Working with the Director, you oversee many high-attention-to-detail tasks which require precision, accuracy and timeliness.


You will be responsible for oversight of the scholarship awarding and Thank You letter retrieval process. In this position, you support the Director of Donor Relations (DRD), ensuring the timely and accurate awarding of donor-based scholarships. You will manage gift acknowledgement process including logistics, template updates thank you letters from the UA VP and President to the University’s most generous donors. Additionally, you manage processing of donor parking permits, library access, and welcome mailings in partnership with the Annual Giving Team. This position supports the management and training of up to 4 Front Desk Student Ambassadors, performs data recording and reporting, donor calls, and supplies management. You also assist the DRD in supporting the 25 student ambassadors for UA in approving timesheets and organizational management. Also supports special assignments and needs as it pertains to donor recognition, events, reporting, and data management.

Required Qualifications
  • Bachelor’s degree or equivalent combination of education and experience
  • Demonstrated proficiency with Microsoft Suite (Word, Excel, Access, and OneNote) and web browsers (such as Explorer, Firefox, or Chrome)
  • Demonstrated ability to work with a CRM
  • Demonstrated experience with complex data management and/or reporting
  • Demonstrated ability to work effectively and collaboratively with diverse colleagues, students, constituents, and the general public
  • Demonstrated ability to work independently, prioritize, and adhere to rigid deadlines for multiple complex tasks effectively and accurately
  • Demonstrated ability and success in paying close attention to detail
  • Demonstrated excellent oral and written communication skills
  • Demonstrated ability to handle highly sensitive/confidential information and materials securely

All employees must comply with our Immunization policies, including COVID vaccination by time of hire and Proof of Rubeola Measles Immunity within 60-days of hire. Please reach out to if you need information regarding medical or religious exemption and applicable accommodations.

Preferred Qualifications
  • Demonstrated experience with progressively increased responsibility with non-profit and/or advancement work
  • Demonstrated proficiency with Banner, OnBase and/or similar relational database system
  • Experience working in higher education organization
  • Demonstrated experience working with a CRM, preferably Ellucian
Salary New hires typically start at $3,294/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 October 27, 2021

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 Office of Civil Rights and Title IX Compliance, Title IX and ADA Coordinator, 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: 498960
Advertised: Pacific Daylight Time
Applications close: Pacific Daylight Time

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