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Academic Department Manager & Administrative Services Manager

Western Washington University
Bellingham, WA Full-time
Posted on June 9, 2019

Academic Department Manager

Work type:  Permanent Full Time
Location:  Bellingham, WA
Categories:  College of Business of Economics
 
 
About the Position In this role as the Administrative Services Manager A you will provide administrative support to the Department of Finance and Marketing. This position reports to the Chair of the department with the primary purpose being to coordinate and facilitate the administration and continuous operation of the department. This position works closely with the Dean’s Office and other College departments.

Typical duties include:

  • Working with department chair to design and implement department policies and procedures; Assisting in the recruitment and on-boarding processes for new faculty members
  • Assisting the Chair in coordinating procedures for academic appointments and re-appointments for tenure track and non-tenure track faculty in compliance with WWU policies
  • Short-term and long-term planning in conjunction with faculty and department chair
  • Assist the Chair in planning course schedules; research past data to project current and future demand for courses offered through the department, research current course and program offerings of other academic departments outside the College that influence programs in the department, identify problem areas for course and program capacity in the department and make recommendations or take corrective action
  • Maintain all files for department (e.g., curricular, personnel, student, faculty, search, etc.) in accordance with university policies and procedures.
  • Prepare and publish departmental documents and information for distribution (i.e., course schedules, brochures, department handouts and press releases)
  • Manage a complex budget which includes state funds, foundation funds, scholarship funds, student club funds, a scholarship fund and other academic support funds.
  • Act as signature authority on accounts for the department, monitor and reconcile the departments budget monthly and annually, deposit funds, and authorize expenditures and reimbursements
  • Advise undergraduate students using program specific knowledge and experience.  Meet with students regarding major declarations, petitions, internships and graduations
  • Prepare hiring documents for faculty including payroll appoint forms, contracts, overload forms, other personnel form and some travel
  • Supervise student employees
  • General office support including sorting mail, scheduling meetings and logistical support for departmental events
Required Qualifications
  • Bachelor's degree or equivalent experience
  • Evidence of related full-time administrative experience
  • Demonstrated strong technical skill in Microsoft Office Suite with an emphasis in Excel
  • Demonstrated experience using a variety of complex software programs (examples at WWU include but are not limited to Banner, Degree Works, Millennium Fast, Travel Management System and web development tools)
  • Demonstrated excellent written and oral communication skills
  • Demonstrated ability to be a collegial team player and work effectively with students, staff, faculty and the general public
  • Demonstrated ability to work effectively in an environment with many office visitors
  • Demonstrated ability to manage time effectively and meet deadlines while working independently and under time pressure
  • Demonstrated record of high reliability and attendance
  • Demonstrated ability to manage events
  • Demonstrated ability to manage budgets
  • Demonstrated ability to be detail oriented
Preferred Qualifications
  • Experience in higher education
  • Experience working with diverse populations
  • Advanced spreadsheet/database skills
Salary New hires typically begin at $3,664 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 06/09/2019

 

 

Administrative Services Manager

Work type:  Permanent Full Time
Location:  Bellingham, WA
Categories:  College of Business of Economics
 
About the Position

The mission of the College of Business and Economics (CBE) states that we are a student-focused school of business and economics engaged in scholarly and professional activities that contribute to the well-being of society. This position supports that mission by providing specialized academic support to all degree programs within the college and by administering travel, events , and recruitment and communication efforts.

Typical Duties include:

  • Provide specialized academic support for all degree programs within CBE
  • Manage CBE's participation in student orientation programs including summer advising, Discovery Days, Western Preview, etc.
  • Administer standard communications such as student notices, alumni newsletters, website content, social media updates, and donor correspondence
  • Act as a proxy for advising and administrative staff by covering their positions during peak busy periods, vacations or extended sick leaves
  • Provide information and technical assistance regarding travel to faculty, staff, students and outside entities
  • Arrange travel for administrators and monitor travel expenditures.  Initiate, create and route travel authorizations in compliance with University policy and procedure for all college stakeholders.   
  • Coordinate the planning, managing and budgeting for all major programs and events sponsored by the college and departments
  • Act as search coordinator for faculty searches
Required Qualifications
  • Bachelor’s degree or equivalent experience
  • Demonstrated experience in coordinating a specific program or project
  • Demonstrated strong technical skill in Microsoft Office Suite with an emphasis in Excel
  • Proven ability to independently learn new software programs
  • Demonstrated experience using a variety of complex software programs (examples at WWU include but are not limited to Banner, Degree Works, Millennium Fast, Travel Management System and web development tools)
  • Demonstrated excellent written and oral communication skills
  • Demonstrated ability to be a collegial team player and work effectively with students, staff, faculty and the general public
  • Demonstrated ability to multi-task effectively in a work environment with many office visitors
  • Demonstrated record of high reliability and attendance
  • Demonstrated ability to manage time effectively and meet deadlines while working independently and under time pressure
  • Demonstrated ability to successfully manage events
  • Demonstrated ability to be detail oriented
Preferred Qualifications
  • Experience in higher education
  • Experience working with diverse populations
  • Proficiency with Banner, Bi-Query or similar database and reporting applications
  • Experience with Adobe Creative Suite
  • Advanced spreadsheet/database skills
Salary New hires typically begin at $3,664 per month; includes 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 06/09/2019

 

 

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); eoo@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).