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Welcome to the Western Washington University on-line application process. Before you begin, please print out the job announcement; you may need to refer to it while completing the application.

Administrative Assistant 3
About the Position: The Administrative Assistant 3 supports the operations of the College of Business and Economics in the area of accreditation, general office administration, financial management, event management, and college marketing.  This position is responsible for professionally managing the front office of the college as well as overseeing a variety of critical functions for programs and centers within CBE.  This position provides direct support to the Dean, Associate Dean and Operations Manager of CBE.

This position is part of a Public School Employees of WWU bargaining union.  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: College of Business and Economics (CBE)
Position Responsibilities:
  • Accreditation
    • Manage Digital Measures for CBE including oversight of data input/data extract/data quality; create and format digital measures reports
    • Monitor and manage Digital Measures deadlines; act as the primary contact for Digital Measures
    • Collect, organize and analyze accreditation related data
    • Research and benchmark accreditation data against peer and aspirant institutions
    • Public accreditation data (annual reports, 5-year reports)
    • Support CBE committees related to accreditation (such as Assurance of Learning committee)
    • Assist with AACSB surveys
  • Administration/Customer Service
    • Open and close the office
    • Oversee the general operation of the dean's office
    • Act as the gatekeeper for the dean's office including: functioning as front desk support and initial contact to the dean, general phone answering, directing of communications and visitors
    • Research and problem solve issues as they arise or as requested
    • Provide customer service/information to dean's office visitors including faculty, staff, students, donors, alumni, advisory board members, special guest speakers, and outside vendors
    • Explain/enforce CBE policies and procedures
    • Oversee CBE space reservations
    • Oversee CBE faculty and staff office moves
    • Manage facility requests for Parks Hall, this includes but is not limited to: elevator repairs, window washing, painting, broken windows, carpet cleaning, pest control, transport services, surplus and telecom orders
    • Oversee all TEM's for Dean, Associate Dean, Operations Manager and any faculty who need TEM support
    • Manage all travel arrangements including airfare, registration, hotel, mileage, parking/ferry, per diem, etc.
    • Oversee all CBE student travel
    • Oversee non-employee travel for guest speakers, accreditation visits, recruiting, etc.
    • Office files and archiving
  • Fiscal
    • College level purchases including but not limited to: AACSB (accreditation expenses), memberships/subscriptions, travel, office supplies, furniture, software, event expenses (catering, parking, contracts etc.), hospitality (restaurants, thank you's, etc.); substantial miscellaneous expenses
    • Reconcile purchases - responsible for making corrections necessary; accounting and budget JVs, liquidations, etc.
    • Utilize Banner, Millennium, Excel, WWU credit card system, etc. to access all financial transactions
    • Monitor budget status and expenditures of college level funds
    • Report fund balances to financial managers and budget authorities
    • Assist Operations Manager with forecasting fund balances and budget planning
    • Research donor agreements and advise on rules/regulations regarding spending
  • Events
    • Plan all aspects of the following events:
      • Western Business Summit
      • Leadership Lunches
      • Sustainability Speaker series
      • Strategy Speaker series
      • Professional Readiness Program
      • Advisory Board meetings
      • CBE Fall Retreat
      • CBE Holiday Event
      • CBE staff retreats
      • CBE New Employee Orientation
      • Student Club events such as CBE week
      • Miscellaneous events such as college wide faculty meetings, special luncheons, etc.
  • Marketing
    • Facilitate college publications such as newsletters, brochures, posters, PowerPoint slides
    • Create custom donor thank yous, award certificates, etc.
    • Maintain college website
    • Maintain college social media announcements
    • Create award certificates
    • Reviews marketing materials submitted by CBE faculty and staff to make sure materials adhere to CBE marketing standards
    • Liaison with WWU Communications regarding CBE events
  • Other Duties as Assigned
    • Support and participate in college level search committees
    • Support Director of Development
    • Special projects as needed
Required Qualifications:
  • High school graduate or equivalent
  • Three years of progressively responsible office experience at a senior clerical level or equivalent education/experience
  • Demonstrated intermediate Excel and data analytics skills
  • Demonstrated experience monitoring, reconciling and reporting on multiple budgets
  • Demonstrated experience in event management
  • Demonstrated ability to work independently and multitask while managing time effectively and meeting deadlines
  • Demonstrated ability to exercise judgment
  • Demonstrated ability to work collaboratively in a team environment
  • Exceptional written and oral communication skills
  • Exceptional interpersonal skills
Preferred Qualifications:
  • Bachelor's degree
  • Knowledge and experience working in a higher education setting
  • Excpeirence reporting simultaneously to more than one supervisor
  • Experience with Banner, Millennium, FAMIS, 25Live, MailChip, Bi-Query, NolijWeb
  • Experience with Travel & Expense Management (TEM) system
  • Experience with Drupal and Adobe system
  • Ability to work across departments and campus community      
Academic Emphasis: N/A
Job Location: Western Washington University, Bellingham, WA
Salary: New hires typically begin at $2925/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: 6/16/2017
Closing Date: 7/4/2017
Recruitment #: 170237
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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