Jobs at Western

Administrative Assistant

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

Position Title Administrative Assistant
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 Graduate School and Research & Sponsored Programs 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

The position assists two programs, serving as the primary contact for Research & Sponsored Programs (RSP) and the Graduate School, representing these units to clients and the public and performing a variety of public relations functions. It performs work related to program operations independent of the daily administrative office needs of the Dean/VPR and supports the Dean/VPR. The position requires program-specific knowledge of both RSP and the Graduate School, including interpretation of policies and procedures and the performance of tasks requiring specialized knowledge related to internal grant programs, certain types of research activities, graduate courses and curricula, and processing graduate applications.

Typical duties include:  

  • Greet visitors to RSP and the Graduate School, answer phone calls, monitor group email inboxes.
  • Provide information on a wide range of topics including graduate admissions and program information, requirements and procedures related to applications and current student concerns, internal grant programs, active grant administration, policy and procedures.
  • Schedule appointments, meetings, and events. Prepare meeting agendas.
  • Manage the calendar of the VPR/Dean and prioritize requests for meetings with the VPR/Dean using program knowledge.
  • Screen phone calls, mail and other correspondence.
  • Maintain office facilities such as repair requests, implement office equipment replacements, order equipment and supplies.
  • Prepare and maintain conference room for meetings.
  • Maintain office records and files according to established records retention schedule and ensure confidentiality of records.
  • Provide administrative support for the Research Advisory Council and Graduate Faculty Governance Council.
  • Serve on search committees, coordinate searches, arrange candidate travel, schedule interviews, and maintain search records.
  • Ensure staff submit timesheets for approval to meet Payroll deadlines. Maintain and reconcile timesheet and leave records.
  • Initiate and approve travel authorizations, advances and reimbursements. Reconcile travel expenditures.
  • Receive and pay invoices. Receive and deposit checks.
  • Support graduate degree completion and student activities including application processing, maintaining student records, and coordination of commencement ceremony logistics.
  • Contribute to the design, maintenance and content of RSP and Graduate School websites.
  • Create and distribute University-wide communications to college deans and department chairs, administrators, faculty, staff and students about grant opportunities, policies, and other announcements.

For Washington State HR purposes, this position is classified as an Administrative Assistant 2.

Required Qualifications
  • Bachelor’s degree and two years of high-level clerical experience OR equivalent education/experience
  • Demonstrated expertise with Excel, Word and Outlook
  • Demonstrated expertise with administrative support functions such as scheduling, call routing, forms processing and drafting correspondence
  • Demonstrated competency in organization of data, work tasks, and priorities.
  • Ability to complete administrative tasks with attention to detail and high level of accuracy
  • Ability to work independently and take initiative for daily work
  • Ability to establish and maintain a friendly, cooperative team environment with an inclusive group of students, faculty and staff
  • Demonstrated ability to employ discretion in communication and maintain confidentiality

 

Preferred Qualifications
  • Experience working in a higher education environment
  • Experience with grant management
  • Ability to work independently
Special Conditions 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 HR@wwu.edu if you need information regarding medical or religious exemption and applicable accommodations.
Salary New hires typically begin at $2,999/month, including an excellent benefits package.   
Bargaining Unit This position is part of bargaining unit A and is covered under the collective bargaining agreement with Washington Federation of State 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 Application review begins October 12, 2021; position is open until filled.

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); crtc@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 at vpsa.office@wwu.edu. 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: 499003
Advertised: Pacific Daylight Time
Applications close:

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