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 20, 2017

About the Position:  An exciting opportunity to help Western internationalize as an Administrative Assistant providing budget, clerical, programming, travel, personnel, work-study and curricular support to three offices: International Student & Scholar Services, Education Abroad, and Institute for Global Engagement administration. This is a full-time permanent classified position that reports to the Executive Director of IGE.

This position is part of the Public School Employees of WWU bargaining unit.  New employees are required to meet the membership requirements of the current collective bargaining agreement within 30 calendar days of employment. 

Position Responsibilities: 
Essential functions:
  • Reconcile monthly budgets
  • Initiate and track journal vouchers
  • Make and document purchases
  • Provide support for fees & rates processes
  • Reconcile OneCard purchases
  • Manage, record, and file bi-monthly payroll
  • Track and file leave requests
  • Reconcile and process reimbursements
  • Manage travel requests and reimbursements
  • Manage and track delegation travel
  • Run office operations
  • Act as liaison between IGE and campus services and regulations
  • Maintain office records and files
  • Provide support for IGE events
  • Provide clerical support for international delegations and partnerships
  • Prepare International Studies Curriculum Committee (ISCC) minutes to Academic Coordinating Commission (ACC) standards; route and track
  • Submit INTL rubric e-forms
  • Input course schedules into Banner
  • Submit course setup academic year planning forms
  • Initiate and track aspects of the hiring process
  • Interview and hire work-study students
  • Assign and oversee work-study projects; track work-study hours

Marginal functions of the position:
  • Communicate regularly with the Provost’s budget office
  • Manage pass-through process for international graduation sashes
  • Make deposits
  • Manage and track reimbursements for non-employees
  • Maintain office supplies and equipment
  • Onboard employees through HR
  • Prepare conference rooms for meetings
  • Act as secretarial support to the Executive Director
  • Manage international gift supplies
  • Provide logistics for office moves
Required Qualifications:
  • HS degree or GED
  • At least three years' experience in office, clerical, secretarial, budget management, or general administrative work
  • Demonstrated proficiency with MS Office Suite & Outlook
  • Demonstrated ability to perform multiple and varied tasks on a daily basis
  • Demonstrated ability to communicate (oral and written) persuasively, effectively, and professionally across all levels of the university
  • Demonstrated ability to focus on customers' needs and to respond accordingly
  • Demonstrated ability to work independently with only general direction and minimal supervision
  • Willingness to advocate for and positively represent IGE initiatives and programs
  • Demonstrated ability to work effectively and graciously with students, faculty, and visitors from diverse backgrounds
Preferred Qualifications:
  • Knowledge of and experience using Banner/Millennium Finance
  • Knowledge of an experience using Marketplace, EMarketplace
  • Knowledge of and experience with Microsoft's SharePoint and OneDrive
  • Knowledge of and experience in web design