Western Washington University

516 High St
Bellingham , WA
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Administrative Assistant 3

Western Washington University
Bellingham, WA Full time
Posted on August 23, 2017

About the Position: The position supports the operations of the Ray Wolpow Institute for the Study of the Holocaust, Genocide, and Crimes Against Humanity (http://wp.wwu.edu/raywolpowinstitute/) in the areas of office administration, financial management, program coordination and development, educational programming, event management, and marketing. This is a 12-month 0.75 FTE (30 hours per week), which is intended to last through September 2018, depending upon workload, availability of funding, and willingness of the employee.  The position will begin as soon as it is filled.

Position Responsibilities: 

Administrative Duties:

  • Assist with setting up the institute in a designated space and performing various administrative duties during daily operations, such as opening and closing office, providing front desk support and serving as initial contact, phone and email answering and screening, directing communications and visitors, ordering copies, maintaining office supplies and RWI materials, monitoring RWI email inbox, updating contact lists
  • Provide secretarial support to supervisor, coordinate operations, make travel arrangements, keep director's calendar, screen prioritize, and distribute mail, transcribe minutes
  • Serve as liaison between supervisor, faculty, staff, and students, relaying assignments and requesting status information
  • Research and problem solve issues as they arise or as requested
  • Oversee space reservations
  • Coordinate and oversee all RWI travel through TEM system for Institute director, and any faculty who may need TEM support, including initiating and approving travel authorizations and travel reimbursement, coordinating travel as needed
  • Manage all travel arrangements including airfare, registration, hotel, mileage, parking/ferry, per diem etc.
  • Coordinate and oversee non-employee travel for guest speakers, advisory board members, recruiting, etc.
  • Assist in devising unit standards/procedures to ensure adherence to policies regarding tasks such as budgeting, purchasing, and contract administration
  • Initiate hiring processes and supervise student employees and volunteers; process employment paperwork, schedule hours and approve payroll
  • Process reimbursements for students, off-campus visitors, and speakers
  • Prepare purchase orders and order office equipment and supplies
  • Interact with students, faculty, staff, and national/international external stakeholders
  • Coordinate RWI faculty committee meetings, prepare agendas and minutes
  • Represent RWI and serve as the primary contact in assigned areas
  • Reorganize and/or assign office space; modify workflow process to achieve efficient use of space, equipment, and personnel
  • Initiate and process annual scholarships including advertising, Banner entry and notification
  • Assist the director in developing curriculum, educational programming, and fundraising opportunities
  • Prepare and present information to prospective students at information meetings and fairs as needed
  • Initiate and process routine paperwork such as registration, overrides, independent study contracts, practicum applications, curricular forms, and catalog copy as needed
  • Initiate and prepare annual and quarterly NTT contracts, personnel action forms, route NTT new hire paperwork as needed
  • Collaborate with Institute director and faculty from across the university on course development scheduling; monitor and track program enrollment as needed
  • Provide basic advising information to prospective and current students as needed
  • Assist as need in TT/NTT searches and recruitment including advertising travel arrangements and search committee support as needed
  • Initiate as needed request of NTT funding from the college
  • May supervise lower-level staff
  • May represent supervisor at meetings

Fiscal Duties:


  • Evaluation cost and/or approve purchase for expenditure, such as equipment, supplies, and furniture, develops cost estimates for equipment needs, space renovations, and projects
  • Perform budgeting tasks, such as preparation of accounting Journal Vouchers
  • Participates in budget preparation; develops estimate; monitors budget status and expenditures
  • Track Institute spending for future fiscal year planning
  • Prepares reports, budget, contract, or grant proposals
  • Assist in devising unit standards/procedures to ensure adherence to policies regarding tasks such as budgeting, purchasing and contract administration
  • Research donor agreements and advise on rules/regulations regarding spending


Events Duties


  • Assist with planning, advertising, and staging events, including tasks such as communicating with diverse campus visitors, budgeting, reserving space, initiating and processing contracts/honorariums, coordinating catering, overseeing RWI students volunteers, parking and audiovisual needs, setting up sites such as EVENTBRITE, tracking RSVPs and responding to phone/email inquiries, generating nametags, overseeing setup of the venue, greeting guests, and resolving issues during events

Marketing Duties:

  • Writes and issues news release, maintains website and social media announcements
  • Conducts and/or responds to surveys and studies
  • Composes narrative portions of documents, such as brochures, newsletters, and policy statements, including promotional and marketing materials for the Institute
  • Create marketing opportunities for RWI including brochures, communication with partners, emails to listserv, and social media announcements
  • Create custom donor thank you notes, award certificates, etc.
  • Special projects, if needed

Required Qualifications:

  • High school graduate or equivalent
  • Three years of progressively responsible office experience or equivalent education/experience
  • Demonstrated ability to work collaboratively
  • Ability to effectively serve a diverse staff, student, and faculty community
  • Excellent verbal, written, and interpersonal skills
  • A demonstrated ability to independently generate correspondence of a professional quality and to professionally communicate with a diverse set of people (i.e. students, faculty, community leaders, professionals, scholars)
  • Proficiency with Microsoft Office Suite and experience producing tables/charts/graphs, forms, labels, and correspondence with emphasis upon accuracy and appearance of output
  • Demonstrated ability to work independent and multitask while managing time effectively and meeting deadlines


Preferred Qualifications:

  • Undergraduate degree
  • Ability to work across centers, institutes, departments, colleges, and the campus community
  • Prior successful experience planning and staging events
  • Knowledge of basic WWU systems, such as e-sign forms, reservation procedures, etc.
  • Experience maintaining a website (e.g., WordPress or HTML editing) and social media
  • Experience with TEM, Banner, Web4U