Western Washington University

516 High St
Bellingham , WA
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Office Assistant 3

Western Washington University
Bellingham, WA Full time
Posted on August 25, 2017

About the Position: The Office Assistant works independently to support the activities of the Office of University Communications and Marketing and assists Web Communication Technologies by: serving as primary contact and liaison for information and questions regarding Office of University Communications activities; exercises judgment and confidentiality; composes written correspondence to parties both on and off campus; organizes and maintains the daily office routine; performs specialized technical and clerical duties with minimal supervision and direction; maintains the program budget; serves as timesheet approver; acts as telephone, technical, and computer coordinator.  Attention to detail and outstanding customer service are required in this position.

 

Position Responsibilities: Customer Service, Directing and Responding to Inquiries
  • Working diplomatically with a diverse range of external and internal members of the community
  • Answering and/or directing general inquiries from members of the public
  • Answering and directing external and internal calls with professionalism and courtesy; answer the web help phone line and monitor the webhelp@wwu.edu inbox for Web Communication Technologies Office (WebTech)
  • Greeting guests in reception

Administrative Assistance
  • Processes mail
  • Performs office support functions, such as copying, data entry, filing and archiving, ensuring that records are kept according to university retention schedule
  • Maintains records regarding inventory and warranties
  • Coordinates personnel searches
  • Schedules meetings using Outline, 25Live,  and Viking Union System
  • Arranges program events for staff and assists with coordinating division-wide events
  • Assists with data entry as necessary
  • Reorders office inventory and supplies
  • Manages newspaper subscriptions
  • Requests parking passes for university visitors and maintains parking passes for media
  • Processes quarterly student intern confidentiality and work-for-hire forms
  • Assists in search process and hiring paperwork for work-study and non-work-study students
  • Organizes and maintains office files including archiving of select files per department and university requirements
  • Processes unsubscribe requests
  • Operates within university regulations and guidelines
  • Performs related administrative duties as required

Budgeting & Financial Support
  • Serves as payroll approver
  • Develops budget proposals to address foreseeable needs
  • Processes accounts payable
  • Investigates and resolves discrepancies, providing financial reports
  • Creates equipment budgets addressing staff needs
  • Reconciles all accounts monthly
  • Utilizes  OneCard according to university procedures and guidelines
  • Processes journal vouchers to reconcile accounts
  • Arranges travel and processes travel TEM according to university, state, and federal procedures
  • Pays invoices using Purchase Orders or Non-Catalogue Orders
  • Purchases through Western Marketplace
  • Provide support for WebTech office in processing travel authorizations, Marketplace purchases and journal vouchers

Communications Support
  • Approves MyWestern Announcements daily
  • Approves or rejects EMS Master Calendar events daily
  • Maintains two bulletin boards with Western promotional materials
  • In employee absence serves as proxy sender for WesternToday and/or press releases using MailChimp
  • In employee absence, updates Drupal-based WesternToday website as necessary
  • Processes photo requests using Trello task management system
  • Updates and provides administrative support in the management of multiple platforms and online databases
  • Assists with domain name management
  • Writes, creates, and provides content as needed for university publications
  • Proofreads and edits university print and online publications
  • Facilitate web content approval process in coordination with University Communications and Marketing and WebTech

Banner Reports & Information Requests
  • Runs Banner reports for financial information
  • Runs Banner reports to discover specific student-related information on an as-needed basis for the director of communications

Technical Assistance & Troubleshooting
  • Troubleshoots printer/copier
  • Troubleshoots staff and student intern computers
  • Assists with technical problems as needed
Required Qualifications:
  • High school graduation or equivalent
  • Two years of full-time clerical experience (including office management skills and experience) or equivalent education/experience
  • Ability to work well and quickly in a fast-paced office, often under deadline pressure, and the ability to multi-task and to handle multiple projects at the same time
  • Strong organization and customer service skills
  • Comfortable learning new software, including online platforms and platforms related to web content management, and capable of troubleshooting technical problems
  • Proficient with Microsoft Office, especially Outlook, Word and Excel
Preferred Qualifications:
  • Strong proofreading, editing and communications skills (written and interpersonal)
  • Previous experience working in a marketing/public relations office or office that interacts with the media
  • Knowledge of and experience working with graphic arts/design, printing projects, and creation of online content
  • Ability to create either written or visual content to supplement and support communication efforts