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Administrative Services Manager

Apply now Work type: Permanent Full Time
Location: Bellingham, WA
Categories: College of Humanities & Social Science

Position Title Administrative Services Manager
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 Philosophy Department support 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 administrative services manager works alongside the department chair to provide a high level of support for planning and coordinating all administrative functions for the Philosophy Department. This requires exercising independent judgement in overseeing departmental budgets, implementing course schedules, supervising student workers, and performing a variety of support services to faculty. This position meets in person with students and faculty and maintains physical operations. Some flexibility for remote operations may be arranged per COVID recovery operations.

Typical duties include: 

  • Manage the Philosophy Department office and ensure its continuous daily operation. 
  • Provide full administrative support for department faculty. 
  • Maintain a current and significant knowledge of university policies and procedures and advise on their implications for the department. 
  • Handle inquiries (in-person visits, phone calls, written and electronic correspondence) from students, prospective students, alumni, parents, faculty, staff, other offices in the university, and the general public. 
  • Manage and maintain high quality, confidential records for the department in keeping with university policies (paper and electronic; including academic program, fiscal, personnel, and student records).
  • Assist the chair in preparation of academic year and summer course schedules.
  • Represent the department at advising and outreach events (new student orientations, major informational sessions, Western Preview, and WWU Advisors Group meetings). These duties are shared with the chair.
  • Produce publicity (paper and electronic) for the department's programs, events, and scholarships.
  • In consultation with the chair, develop budget plans (including travel allocations, event planning, and major purchases) for each fiscal year.  Serve as budget authority for those funds, which requires regular authorization of expenditures; resolution of any budgetary, billing, or accounting discrepancies; deposit of funds; perform corrective action when appropriate.
  • Manage hiring process and payroll for 3-4 student employees

This is a full-time, 11-month permanent position.

Required Qualifications
  • Bachelor's Degree or equivalent experience
  • One year of full-time administrative experience or equivalent education/experience
  • Experience managing budgets
  • Demonstrated ability to prioritize, take initiative, and work with minimal supervision, as well as to multitask, often under deadlines
  • Demonstrated record of strong organizational skills, including a high level of attention to detail
  • Proficiency with MS Office systems such as Word, Excel, Outlook, PowerPoint
  • Proficiency with video conferencing and meetings such as Microsoft Teams and Zoom
  • Demonstrated ability to work effectively and collegially with individuals and teams with diverse social identities and backgrounds
  • Possession of strong human relations skills and ability to represent the department in a professional and responsible manner
  • Evidence of strong and effective communication skills, both written and verbal; ability to generate high quality work with careful attention to detail
Preferred Qualifications
  • Knowledge of university policies and procedures
  • Proficiency with Banner
  • Experience using Drupal web content management software
  • Proficiency with spreadsheets and databases
  • Experience managing events
  • Experience working with college students and faculty
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 Pay range for this position is from $3,887- $5,102 per 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 01/21/2022 at 11:55 pm

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: 499263
Advertised: Pacific Standard Time
Applications close: Pacific Standard Time

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