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Administrative Services Manager A
About the Position: This is an 11-month, full-time permanent position.  The Administrative Services Manager A provides administrative assistance to the Department of Communication Sciences and Disorders. This position performs, supervises, directs, provides counsel, and assists the Department Chair and other personnel in a variety of management services. 

This position is part of a 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.

About the College/Department: The Department of Communication Sciences and Disorders offers a B.A. degree in Communication Sciences and Disorders and a M.A. degree in Speech-Language Pathology.

The department has six Ph.D. faculty, one exempt staff employee, and sixteen classified staff employees.  The classified staff employees hold full or part-time appointments. All employees have cyclic appointments or are temporary part-time employees. The department operates a Speech-Language Hearing Clinic which provides patient contact hours to our graduate students and serves the greater Whatcom County community. The clinic office staff report to the Administrative Services Manager. 
Position Responsibilities:
  • Manage all day-to-day functions of the department under direct supervision of  the Chair in order to coordinate and facilitate the continuous operation of the department and Speech-Language Hearing Clinic
  • Monitor and approve CSD payroll time entry and cyclic leave
  • Provide information on academic, clinic and post bac programs to telephone, and email inquiries and office visitors
  • Meet with undergraduate students to declare major or minor and assign faculty advisor
  • Maintain advisor list for U/G majors
  • Process all incoming department mail
  • Monitor quarterly student registration and give overrides in consultation with faculty
  • Assist the Chair with various reports by providing statistical data and other requested information
  • Collect/input data for annual surveys: CAA, HES, NIH, Praxis summary
  • Assist with event planning, scheduling, refreshments and parking permits
  • Assist in the hiring process of CSD faculty, staff, and student employment
  • Monitor clinic office work flow
  • Meet regularly with SLP clinic director, Audiology Clinic Director, and clinic staff
  • Write summary minutes of Department meetings
  • Prepare annual CSD newsletter for Chair to edit
  • Prepare Timetable of Class information for Banner input
  • Prepare Summer Session spreadsheet, input schedule into Banner for faculty contracts and time-table of classes
  • Proof catalog copy
  • Prepare course related eforms as needed
  • Initiate/process department e-forms: Services, Reimbursement Forms, Travel Expense Management, Personnel Action forms, Faculty Sick leave records, Curricular forms, General Refund Vouchers, Journal Vouchers, and Contract renewals
  • Monitor form progress
  • Process Graduate Teaching Assistant awards following department procedures
  • Process Workstudy awards following department procedures for graduate and undergraduate students
  • Maintain, update, and process all CSD Scholarship information and awards following department procedures and the Foundation Office instructions
  • Prepare award paperwork/e-sign forms
  • Prepare graduate applications and spreadsheets for review by department acceptance committee
  • Prepare/update all graduate student files
  • Process Verification of Program forms for CFY graduates
  • Archive graduate student files annually
  • Maintain post bac student files
  • Maintain AI room reservations
  • Maintain general files for the department
  • Arrange fall retreat refreshments
  • Chair the department committee for planning the graduation reception
  • Print exams on duplex black and white printer for faculty
  • Advise NSSLHA club in their annual auction preparations
  • Reserve room for NSSLHA meetings quarterly
  • Arrange/process paperwork for various recruitment fairs with NSSLHA representative
  • Maintain recruitment materials
  • Archive department records annually
  • As signature authority on accounts for the department, routinely monitor and reconcile all department fund budgets monthly
  • Prepare and approve purchase orders, services reimbursement forms, and forms for travel expense management
  • Authorize expenditures and order all department/clinic purchases
  • Prepare Journal Vouchers for budget/transfer reimbursement
  • Prepare travel expense and purchase reimbursement documents for faculty and staff
  • Request budget reimbursement from CHSS for all budget commitments
  • Monitor all department expenditures on all budgets which include the department operating budget, Western Foundation budgets and department self-sustaining budgets
  • Analyze and reconcile department expenditure records with Banner budget reports
  • Maintain department Pcard log and reconcile with J.P. Morgan Chase Bank authorized purchases monthly
  • Prepare Pcard purchases for audit review annually
  • Maintain Purchase Order Log
  • As part of new faculty search committees, expedite all aspects of search and monitor expenses
  • Submit expenditures for reimbursement from the Dean’s Office at the end of the search
  • Create financial reports to monitor course fees, department, and clinic self-sustaining budget expenses and project annual expected balances in each budget
  • Monitor expenses monthly
  • Process course and service fee increases annually
  • Prepare budget projections for self-sustaining budgets annually
  • Process annual invoices from CAA, CAPCSD, and SAMS (SAMS invoice on SAMS website)
  • Prepare hiring documents for faculty, classified staff and u/g and graduate student employees in accordance with HR procedures
  • Approve bi-monthly payroll for classified staff
  • Monitor cyclic leave taken
  • Monitor project employee expense
  • Monitor CSD AI building prox cards, room keys and assign TA desks quarterly
  • Order keys/prox cards for CSD staff
  • Check in/out keys and prox cards to graduate teaching assistants each quarter
  • Supervise clinic office staff and monitor workflow including the medical billing process
  • Other duties as assigned
Required Qualifications:
  • Bachelor’s Degree or equivalent experience
  • Two years of related full-time administrative and/or supervisory experience
  • Proficiency with Microsoft Office
  • Experience managing budgets and finances
  • Ability to deal with a diverse population and work well interdepartmentally
  • Excellent communication skills, both written and oral
  • Demonstrated ability to work independently and under pressure while managing time effectively and meeting deadlines
Preferred Qualifications:
  • Proficiency with Millennium
  • Proficiency with Banner
  • Demonstrated ability to work effectively with students, faculty, staff and general public
  • Working knowledge of medical billing software and/or electronic medical records software
  • Working knowledge of HIPAA requirements
  • Experience using Dreamweaver or similar software to update webpages
Academic Emphasis: N/A
Job Location: Western Washington University, Bellingham, WA 
Salary: New hires typically begin at $3063/month including an excellent benefits package
Bargaining Union: D
Application Instructions and Requested Documents: Please log in below and submit your application via WWU's Electronic Application System for Employment (EASE).  Note:  You will need to be using Internet Explorer to fully utilize our online application system.

A cover letter and resume are required and should address your experience related to the position responsibilities and the required and preferred qualifications.  You may cut and paste or upload your resume and cover letter as noted on the EASE application.

Please complete the education and work experience section of the EASE application and submit the names and contact information of three professional references.
Other Information: Follow Western Employment on Facebook and WWUEmployment on Twitter
Job Posted: 6/7/2013
Closing Date Notes: Application review begins June 14, 2013; position is open until filled
Recruitment #: 130303
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, 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 Providing Equal Opportunity and Nondiscrimination. EO/AA inquiries may be directed to the Vice Provost for Equal Opportunity and Employment Diversity, Title IX Coordinator, Equal Opportunity Office, Western Washington University, Old Main 345 (MS 9021), 516 High Street, Bellingham, WA 98225; 360.650.3307 (voice) or 711 (Washington Relay); EOO.

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, 360.650.3774 or 711 (Washington Relay).

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.

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