Western Washington University, with over 15,000 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 2017 U.S. News & World Report rankings.
About the Department
Huxley College of the Environment Dean's Office 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
As our Administrative Assistant 3, under the direction of the Dean and the College Operations Manager, you will provide support and assistance for the purpose of facilitating the day-to-day operations of the College office, including administrative support, scholarship budget tracking, committee support and evaluation procedure support.
Your responsibilities will include:
Primary responsibility for office operations including incoming calls, inquiries, and mail; greet visitors and direct them appropriately; maintain office supply inventory and equipment; prepare conference room and coordinate College meetings (scheduling; creating and distributing materials; producing minutes)
Manage reservations/scheduling of College conference room
Provide support with iTV, Zoom and other videoconferencing
Delegate for managing the Dean's travel using TEM system
Liaison between Dean's office and departments and programs; inform department chairs, institute directors, academic liaisons and staff of schedules and project deadlines
Maintain office records and files according to established records retention schedule and ensure confidentiality of personnel evaluation records
Prepare and edit correspondence; prepare or assist with reports, procedures, and requests
Maintain the Dean's calendar using MS Outlook; schedule and coordinate group meetings for the Dean
Manage time entry for LEAD, update supervisors on student sick leave, distribute work study report to supervisors, track LEAD work study awards
Conduct all-voting via Survey Monkey
Process and track changes to the Huxley College Bylaws
Prepare and submit purchase requisitions and travel authorizations/reimbursements using TEM
Coordinate One Card/P-Card purchases for the Dean's office and Centralized Student Services team
Coordinate and monitor College scholarship applications and budgets
Maintain and update databases/spreadsheets
Assist Huxley College Student Support advisors with answering phones, greeting customers, and scheduling appointments
Coordinate large and small scale events
Other non-recurring events
Provide administrative support for the College Scholarship, Research and Creative Opportunities Committee and Policy Committee
Set meeting dates and service as a member on the Scholarship Committee
Provide administrative support to Scholarship Committee: website updates, compiling applications, reviewing/ranking applications, Canvas updates
Communicate amount available for each scholarship awarded
Contact award recipients
Assist award recipients with composing thank you letters to donors
Provide administrative support for the Policy Committee
Provide administrative support at all-college meetings
Huxley Gear Sales & Inventory Management
Follow Student Business Office policies and procedures; cash handling, inventory tracking and auditing, event sales, etc.
Order and track inventory using Access database and manual inventory count; request annual audit from Huxley College supervisor or assigned staff member
Participate in yearly cash handling training; ensure that all cash handlers have participated in training through Student Business Office
Organize and oversee Huxley Gear event sales, typically two in an academic year, requiring cash fund requests and iPad check out for cash and credit card sales
Collaborate with Huxley Marketing
Monitor online sales, process online orders, contact customer to pick up order or ship order otu
Request Huxley Gear e-market site changes and updates through Student Business Office
Brainstorm new ideas to increase Huxley Gear sales
Prepare profit and sales trends reports
Scholarship Budget Oversight
Oversee Huxley scholarship budgets in excess of $60,000
Ensure account balances in scholarship funds and communicate available scholarships to Scholarship Committee
Ensure that awards are charged to the correct fund
Maintain spreadsheet of annual awards
Other Duties as Assigned
Coordinate Huxley college Green Fleet program
Prepare and process personnel documents
Ensure that correct student grievance procedures and timelines are followed and maintain confidentiality
Compile data for reports upon request of the Dean and College Operations Manager
Provide administrative support to Western Foundation Development Director (monthly donor thank-you cards and letters and other mailings for Huxley College)
High school graduate or equivalent
Four years of increasingly responsible experience providing secretarial assistance to executive level administrator, including the ability to exercise judgment, confidentiality and discretion
Proficiency with MS Office Suite, including Word, Excel and Outlook
Demonstrated ability to efficiently organize and prioritize tasks, meet deadlines and work independently
Proven ability to remain calm in stressful situations
Ability to work effectively under multiple deadlines and in high pressure situations with frequent interruptions
Demonstrated organizational, analytical, and project management skills
Demonstrated resourcefulness in acquiring information
Demonstrated ability to follow established procedures and generate high-quality work with careful attention to detail
Strong interpersonal skills
Excellent written and oral communication skills
Experience coordinating and planning large and small scale events
Ability to work effectively with diverse students, staff, faculty and administrators, as well as with external contacts
Demonstrated ability to contribute positively in a collaborative team environment
Experience working in a higher education setting
Experience tracking, forecasting and reconciling budgets
Experience working with college students and faculty
Experience managing travel
Experience managing payroll
New hires typically start at $3044/month including an excellent benefits package
This position is part of bargaining unit D and is covered by the collective bargaining agreement with Public School Employees of WWU.
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 11/25/2018
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); email@example.com
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. The report can be found at http://www.wwu.edu/vpess/annualsafetyreport.shtml.
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.
With 15,000 students, 160 academic programs, and an energized campus community, Western offers the focus on students and the faculty access of a smaller college and the academic choice, resources, multicultural diversity, and room to grow of a large university. Western is located in beautiful Bellingham, a scenic coastal city of approximately 80,000 situated between Seattle, Washington and Vancouver, British Columbia. With easy access to both the Cascade mountain range and the Pacific coast, the region is rich in cultural events and attractions as well as many recreational activities. Western is known nationally for its successes, including being named the top public master’s granting university in the Pacific Northwest by U. S. News and World Report and one of the best colleges in the nation to work for by the Chronicle of Higher Education.