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ADMINSTRATIVE ASSISTANT

Western Washington University   Bellingham, WA   Full-time     Administration / Clerical
Posted on August 6, 2022
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Position Title Administrative Assistant for the Office of the Vice President for Enrollment and Student Services
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 2022 U.S. News & World Report rankings.
About the Departments

The Office of the Vice President is the central administrative office for the Division of Enrollment and Student Services, including the Vice President and her fiscal and administrative team. The Division’s mission is to engage students to promote healthy development of the whole self and our communities, and our vision is that every student graduates, prepared for a life of growth and service.  

The Office of Student Life provides help for students, faculty, staff and family to advance Western Washington University’s educational mission by:

  • Supporting students experiencing crisis or difficult situations and coordinating resources at Western and in the community;
  • Educating students on Western’s Student Conduct Code, and holding accountable students who engage in misconduct;
  • Assisting students in understanding and navigating the University’s policies and processes;
  • Responding to background checks or providing Dean of Student letters for entry into graduate school or select employment.

Staff members in the office work closely with students (and their family members), faculty, and staff, in support of this mission and are available to provide general assistance with problem solving and referrals; supporting students in crisis; advising students on university policies and procedures, including the Student Conduct Code; and processing dean’s letters and letters of recommendation.

About the Position

This position provides administrative support for the Office of the Vice President for Enrollment and Student Services and the Office of Student Life.

Office Administration, Coordination, and Organization (40%)

Tasks include:

  • Primary administrative support for the Office of the Vice President for Enrollment and Student Services and the Office of Student Life
  • Screen and respond to messages and correspondence in multiple email accounts, and voicemail systems. Assess when an inquiry needs to be handled by someone else, and determine the appropriate person or department needed to address the issue. Discretion, good judgment and confidentiality are essential for this responsibility. 
  • Serve as a first point of contact between the offices and multiple WWU organization levels, external constituents, students and their families.
  • Maintain confidentiality, professional courtesy and calm, especially during stressful situations.
  • Schedule appointments for office staff as requested and maintain general awareness of the daily calendars of staff members. Provide notice of any gaps in coverage of the reception desk.
  • Attend various meetings, taking notes and compiling summaries and minutes as requested by office staff.
  • Answer general questions from ESS division staff regarding WWU and ESS processes, or provide resources and referrals as needed.
  • Develop and implement efficient systems and procedures to ensure smooth office operation; maximize the use of technology for file management, communications and recordkeeping.
  • Create and prepare quarterly emailing of President’s letter congratulating students for honor level academic performance.
  • Receive and distribute mail deliveries.
  • Maintain electronic and hard-copy filing systems and processing of documents for retention, confidential destruction or archiving in accordance with record retention schedules issued by Washington State.
  • Perform complex word processing tasks utilizing mail merge, graphics, tables, spreadsheets, databases and presentation software.
  • Receive and process a high volume of e-sign authorization forms in a timely manner, reviewing for completeness, accuracy and proper routing for required preapprovals before sending them to the next approver for review and approval. Track form through final disposition and file.
  • Coordinate personnel processes, including recruitment, of new employees and changes to existing staff per Human Resources systems and guidelines. Provide support for search committees. Initiate Personnel Action [PA] forms as needed for other personnel-related changes.
  • Assist with division onboarding. Coordinate with facilities to issue keys or other means of access to campus buildings as needed.
  • Facilitate updates for campus directory and divisional group lists in Outlook.
  • Coordinate with other office staff members on administrative practices and procedures for implementation of new technologies.
  • Troubleshoot problems with office equipment and technology; coordinate with ATUS or other services as necessary. Coordinate with Facilities Management for repairs and maintenance of the Vice President’s Office Suite, as well as other areas of the ESS division as may be requested.
  • Monitor office supplies and make purchases as appropriate to maintain adequate stock
  • Use P-card and Western Marketplace in compliance with the WWU Purchasing regulations and policies and provide direction of these policies to various levels of division staff.
  • Serve as asset control custodian for WWU inventory control processes
  • Supervise student employees, as necessary.
  • Serve as the Fire Warden for the VP-ESS office.
  • Maintain the appearance of the office suites to be a welcoming space.

Support for Administrative Staff Members in the Vice President’s office and Office of Student Life (35%)

Tasks include:

  • Provide high level, confidential, administrative support to office staff.
  • Serve as the primary back up in the absence of the Vice President’s Executive Assistant. Requires knowledge of the current issues, projects and priorities of the Vice President.
  • Relay information to the Vice President’s Executive Assistant to assist with the planning, organization and support for departments of the division. Alert the Vice President’s Executive Assistant to emerging university, division and student issues.
  • Assist with correspondence, for the Vice President, as directed.
  • Assist as needed in matters relating to student deaths and other emergencies.
  • Coordinate the collection of divisional and departmental publications to new Board of Trustees members, faculty and coordinate update of information for annual catalog copy updates
  • Perform complex assistant, secretarial and fiscal duties, including but not limited to scheduling and calendaring, creating and maintaining systems for records management, purchase of general office supplies and facilitating technology purchases and upgrades.
  • Administrative support for VP-ESS office staff, which may include scheduling, organizing divisional programs, meetings and events; assessing and securing technology and equipment needed, making room reservations, sending reminders, meeting space set up and take down, compiling and distributing agendas and coordinating and securing catering orders, etc.
  • Maintain a knowledge base of division goals and operations and an awareness of current University and division issues for the ability to recognize any new, emerging issues of concern and alert appropriate staff.
  • Provide key office support by anticipating, managing and prioritizing commitments and communications. Maintain and manage calendars in MS Outlook, create and change appointments, respond to appointment requests and changes, and schedule and coordinate arrangements for meetings.
  • Coordinate travel arrangements, develop itineraries, complete travel authorization forms, compile final travel expense report, and complete and process travel reimbursement documents, ensuring compliance to travel policies and per diem limits. Coordination may include those travelers representing the ESS division or other university divisions.
  • Research and compile information needed by the VP-ESS office staff for specific projects, reports and meeting agendas.
  • In the absence of VP-ESS office staff members, handle inquiries for information relevant to current projects and issues or refer as appropriate.
  • Provide administrative support to other departments within the ESS division as necessary.

Fiscal Support (25%)

Tasks include:

  • Evaluate costs and facilitate purchases. Develop cost estimates for equipment and furniture, maintenance and any other projects.
  • Assist with fiscal tracking, monitoring, updating, projections and reconciliation using University systems in compliance with state and institutional policies. This may include state, self-sustaining, and foundation funds
  • Assist in budget preparation: update year-end projections and estimates for the Vice President’s office operating fund.
  • Expenditure control: Monitor expenditures to stay within budget allowance and comply with institution funding policies.
  • Prepare and submit financial documents, including purchase requisitions, invoices, Payment Requests, and reimbursement documents according to WWU policy and procedure.
  • Originate and process Journal Vouchers to transfer funds and expenditures as needed.
  • Develop and update spreadsheets for tracking fund balances, trends, and projections.
  • Create and maintain filing systems for financial reports and expense documents in accordance with record retention schedules issued by Washington State.
  • Assist in annual fees and rates processes.
  • Assist other departments within the ESS division with fiscal support as necessary.
  • Respond to audit requests as needed in consultation with VP-ESS staff.
  • Provide primary back up to Fiscal Analyst to process payroll as needed.

 

Required Qualifications
  • High school graduation or equivalent, and four years of demonstrated increasingly responsible experience providing clerical assistance
  • Experience handling confidential information and records
  • Competency with Microsoft Office (to include programs such as: Outlook, MS Word, Excel, SharePoint)
  • Experience with remote meeting software programs (such as: Microsoft Teams and Zoom)
  • Experience working independently and prioritizing daily workload
  • Demonstrated experience supporting a workplace culture in which diversity is honored, respected, and celebrated
  • Excellent written, verbal, and interpersonal communication skills that includes awareness of and respect for cultural and diverse identities
  • Experience with basic budget tracking and reconciliation processes
  • Proven ability to efficiently multi-task with limited direction, and to remain calm and meet deadlines with frequent interruptions
  • Demonstrated attention to detail (application must be error-free for screening)
Preferred Qualifications
  • Reception desk experience
  • Two years of executive level clerical assistance
  • Experience working with diverse populations
  • Experience with MS PowerPoint and related presentation equipment
  • Experience with PageUp, Banner and/or Millennium software
Conditions of Employment 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  $3,401 - $4,425/month depending on qualifications and experience 
Benefits Information 2022 Benefits Overview for Classified Positions
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

Application materials should address your experience related to the position responsibilities and the required and preferred qualifications.

Closing Date Notes Position closes 08/26/2022 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, 360.650.3303 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 which includes a sexual misconduct background check.