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Office Assistant 3 - Area Administrator

Western Washington University   Bellingham, WA   Full-time     Administration / Clerical
Posted on November 6, 2022
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Position Title Office Assistant 3 - Area Administrator

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 Department University Residences 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.

About the Position Under general supervision, the Area Administrator supervises and manages front desk operations for their assigned residential area, ensuring efficient and consistent residence hall-desk services, assisting with occupancy management and operations, as well as maintaining and supporting a diverse and inclusive staff and environment.

Front Desk Management and Supervision of Desk Attendant Student Staff

Under supervision of Program Specialist:

  • Provide administrative support (including supervision of student Desk Attendant Staff) for building front desks, serving academic residents, conferences and guests, including mail, packages, moves, check-in and checkouts, keys, supplies, and information
  • Conduct regular audits of mail, keys and physical inventory
  • Enforce policies and procedures for key management
  • Communicate administrative information to residents via email, text or phone
  • Understand and use Housing software tools like StarRez, SC Logic to enter data, access information and operate front desk processes
  • Update and revise various forms, documents, manuals
  • Assist Program Specialist with tracking front desk expenditures
  • Provide excellent customer service and ensure front desk operations are friendly, positive and professional
  • Review and resolve daily student staff log reports
  • Provide administrative support for University Residences purchasing card reconciliation process
  • Create and maintain a diverse and inclusive environment in all aspects of building front desk services
  • Assist with Desk Attendant recruitment, selection, hiring, staff development and performance expectations and evaluations
  • Complete daily afternoon rounds with each desk or area desk
  • Approve payroll and ensure UR and student compliance with payroll policies
  • Plan and implement Desk Attendant Training
  • Ensure required student employment paperwork is submitted by staff and maintained by UR per Student Employment requirements

Occupancy Management

Under Supervision of Program Specialist

  • Use StarRez Housing software and other tools to manage building space with other Area Administrators under the supervision of the Occupancy Specialist
  • Manage moves and transfers; process and enter assignment records into database and update room and meal records (including billing/address changes) as moves occur
  • Respond to telephone, email, and in-person requests for information
  • Liaise with Resident Directors and custodial staff regarding transfer requests and approvals, room holds and space availability
  • Review and ensure weekly occupancy reports are updated and accurate
  • Maintain area records

Operations

  • Assist with all opening, closing and intersession administrative tasks and front desk services
  • Ensure reports and lists are accurate – especially during open and close weeks
  • Manage move-in and no show lists
  • Maintain accurate key records and ensure timely key orders during critical transition periods between academic year and conferences season; may assist with key/access audits
  • May serve on summer conferences team as needed
  • May assist with room and bed readiness audits

 Participation on University Residence teams & Other Duties as Assigned

 Meet regularly with other Area Administrators and supervisor as team

  • Meet regularly with area Resident Directors and Custodial Lead as team
  • Member of the Occupancy, Communication and Administrative Services group
  • May serve on University Residences committees
  • Work stations are flexible, and assigned by Program Specialist to meet demand
  • Work hours may shift during the academic year to cover after hours desk administration
  • Areas of focus for summer collateral assignments:
    1. Marketing, social media and tour programs
    2. Key and access management
    3. Occupancy special projects
  • Other duties as assigned

Required Qualifications

  • High school graduate or equivalent
  • Two years’ experience working in a fast paced, dynamic office environment
  • Two years’ experience with data entry
  • Proven record of interacting with customers and providing excellent customer service
  • Intermediate proficiency with Microsoft Office Suite – particularly Excel, Word and Outlook
  • Demonstrated experience in task oriented environment
  • Demonstrated experience working with diverse groups
  • Proven ability to work both collaboratively on a team, and independently without supervision
  • Demonstrated writing skills
  • Ability to travel to different sites around campus with or without reasonable accommodation
  • Ability to work occasional weekends, flexible hours, and overtime as needed

Preferred Qualifications

  • Commitment, and training on creating an equitable workplace
  • Experience living in a university residential living
  • One year experience using Housing software (preferably StarRez) for occupancy and assignments
  • Familiar with basic web based or similar administrative management systems
  • Understanding of data driven decisions/outcomes based planning
  • Supervisory or lead experience, especially with students
  • Experience in marketing, especially to diverse groups
  • Experience with occupancy management, particularly in a higher education setting
  • Experience with conference or event coordination/management

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 $2,827 - $3,650/month depending on qualifications and experience

Benefits Information 2022 Benefits Overview for Classified Positions

Bargaining Unit  This position is part of bargaining unit A and is covered by the collective bargaining agreement with Washington Federation of State Employees.Application Instructions

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

Closing Date NotesPosition closes 11/17/2022 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 126 (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.