Jobs at Western

Temporary Administrative Assistant 3

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

Position Title Temporary 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

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.

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.

The WWU Alumni Association informs, connects, and engages the 125,000 alumni with each other and with Western. More than half of Western alumni live in Washington with significant pockets along the West Coast and in major cities across the U.S. Signature programs include Distinguished Alumni Awards, Paint B’ham Blue, an annual welcome back to students event, and WeConnect, an online mentoring program connecting alumni with each other and with students.

Leadership volunteers serve on the boards for the Foundation and Alumni Association to set strategic direction and policy, raise friends and funds, and steward the community of donors and potential donors.

About the Position The Administrative Assistant 3 is an integral member of the Donor Relations team within the Division of University Advancement and the WWU Foundation. Donor Relations is tasked with demonstrating the impact of gifts, thanking and communicating with Western’s most generous donors on a regular basis. Working with the Director, this position oversees many high-attention-to-detail tasks which require precision, accuracy and timeliness.

The Administrative Assistant 3 serves as the welcoming face of the Division, greeting guests on behalf of the Vice President, Senior Leadership and Major Gift Officers. This person coordinates the annual collection, processing and disbursement of up to 1,000 scholarship thank you letters, coordinates communication with $1,000+ donors for campus parking permits and related benefits, manages logistics for monthly thank you letters from the President to the University’s most generous donors and coordinates with academic departments on regular gift impact reports sent to donors. Daily duties include processing all mail, logging gifts, ensuring the office is well kept and handling donor inquiries via phone and email.

Required Qualifications
  • High school diploma or equivalent AND three (3) years of office/clerical, secretarial, bookkeeping, accounting or general administrative work; OR customer service work; OR equivalent education/experience.
  • Experience with Microsoft Suite (Word, Excel, Access, OneNote), Adobe Acrobat, Outlook, and web browsers (Explorer, Firefox, Chrome)
  • 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 reliable and consistent attendance
  • Careful attention to detail
  • 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 HR@wwu.edu if you need information regarding medical or religious exemption and applicable accommodations.
Preferred Qualifications
  • Associate's Degree AND 3+ years of progressively responsible experience in office/clerical, secretarial, bookkeeping, accounting or general administrative work; OR customer service work; OR equivalent education/experience.
  • Demonstrated experience in preparing print and electronic mail merges
  • Demonstrated proficiency with Banner, NolijWeb and/or similar relational database system using data entry and extraction
  • Experience in a non-profit, higher education or similar complex organization.
Salary Salary Range 40: $18.07 - $23.47 commensurate with experience
Bargaining Unit This position is covered by a Public School Employees bargaining union.  New employees are eligible for membership under the current collective bargaining agreement at 350 hours of employment.
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 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: 499088
Advertised: Pacific Daylight Time
Applications close:

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