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Administrative Assistant 3
About the Position: This is a full time (40 hours/week), 11 month position (no work in August) permanent position. The Administrative Assistant 3 (AA3) is the principle assistant to the Faculty Senate President and chairs of the Senate’s key sub-committees. The position is responsible for the daily operations and management of the Faculty Senate Office; preparing for and managing committee meetings, which includes preparing materials for University Archives; managing the memberships of the  Senate and various other university committees; supervising student workers; and assisting with travel and reimbursement documentation. The AA3 reports to the President of the Faculty Senate, which is a one-year, half-time service/leadership position.

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 Faculty Senate refers to a specific committee, but is also the umbrella term to refer to the various committees and sub-committees that comprise the system of shared governance at WWU. The Senate Office works closely with the Provost’s Office and various academic offices (particularly Deans’ offices) on campus.
Position Responsibilities:
  • Attend and take notes at the Senate, Academic Coordinating Commission (ACC), and University Planning and Resources Council (UPRC) meetings, which begin at 4 pm; typically taking place Mondays, Tuesdays, and Wednesdays
  • Oversee and edit notes for the Senate Library Committee (SLC), the Academic Technology Committee (ATC), and the Committee on Undergraduate Education (CUE)
  • Assist with modifications to Faculty Senate documentation, including updating committee handbooks, charts, committee charges, and other documents
  • Manage committee memberships, which includes recruiting for vacant committee positions, notifying committee members of their appointment and meeting schedules, and managing the election process every spring for the Senate
  • Prepare materials for Senate and subcommittee meetings, including distributing agenda and related items
  • Create a thorough “desk guide” and cross-train others to assist with Senate work processes when necessary
  • Prepare materials (in coordination with the Senate President and the Senate Executive Council) for University Archives
  • Understand matters affecting general committee functions, such as Senate policies, procedures and functions
  • Understand Senate policies, procedures, and functions
  • Prepare budget forecasts and reports
  • Review and reconcile travel authorizations and payments
  • Assist the Senate President in scheduling meetings and preparing materials for the President’s work
  • Supervise 2-3 student employees
  • Maintain Faculty Senate website, including committee memberships and meeting schedules and minutes
  • Learn and record official Senate business in accord with Sturgis’ Rules of Order
  • Prepare other reports upon request
  • Acquire bids for, submit, and monitor departmental purchases
  • Review month-end Banner or Millennium financial reports and supporting records, and inform the Director of Academic Budgeting and the Faculty Senate President of the review result
  • Audit and approve miscellaneous expenditures
  • Resolve budgetary concerns and/or take corrective action
Required Qualifications:
  • Bachelor’s degree and one year of related full-time administrative experience and one year supervisory experience over student employees or equivalent education/experience
  • Ability to attend meetings, many of which end at 6 pm (Typically Monday, Tuesday and Wednesday)
  • Proficiency with the following:
    • Microsoft Office suite
    • Outlook or other electronic calendaring system
    • Web browser
    • Dreamweaver
  • Highly proficient with databases, including ability to create and update
  • Demonstrated proficiency in maintaining, monitoring and reconciling multiple budgets
  • Demonstrated excellent verbal and written communication skills
  • Demonstrated ability to work collaboratively with a wide variety of people, including diverse groups
  • Experience working in an educational setting
  • Demonstrated ability to take meeting minutes
Preferred Qualifications:
  • Bachelor’s degree
  • Proficiency in Banner and Millenium
  • Work independently and be self-motivated
  • Ability to maintain confidentiality
  • Ability to solve problems creatively
  • Skills in archiving and record management
  • Experience working in Academic Affairs or similar
Academic Emphasis: N/A
Job Location: Western Washington University, Bellingham, WA
Salary: New hires typically begin at $2598/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: 7/16/2013
Closing Date: 7/31/2013
Recruitment #: 130366
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 Vice Provost for Equal Opportunity and Employment Diversity, Title IX and ADA 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.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, 360.650.3774 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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