Western Washington University, with over 15,000 students in seven colleges and the graduate school, is nationally recognized for its educational programs, students and faculty. The campus is located in Bellingham, Washington, a coastal community of 83,000 overlooking Bellingham Bay, the San Juan Islands and the North Cascades Mountain range. The city lies 90 miles north of Seattle and 60 miles south of Vancouver, British Columbia. Western is the highest-ranking public, master’s-granting university in the Pacific Northwest, according to the 2017 U.S. News & World Report rankings.
About the Department
The division of Enrollment and Student Services and the Department of Admissions support Western’s mission to bring together individuals of diverse backgrounds and perspectives in an inclusive, student-centered university that develops the potential of learners and the well-being of communities. We encourage applications from women, people of color, people with disabilities, veterans, and other candidates from underrepresented backgrounds and with diverse experiences interested in this opportunity.
About the Position
An essential goal of the Office of Admissions is to effectively communicate with students, staff, and the public about academic programs, student life, and undergraduate admissions procedures at Western Washington University.
As our Office Assistant 3 (OA3), you will be an integral member of the Communication Team dedicated to this mission, and you should be a hard-working, motivated person who likes to work in a fast-paced office. Recognized as an office problem solver, you should be able to anticipate needs, communicate critical information, and enjoy supporting a hard-working team. You should be an organized person who as the ability to produce a high volume of quality work while juggling multiple priorities with frequent interruptions.
Due to operational needs, hours of work at 7:30 am - 4:30 pm.
Your responsibilities will include:
Generating letters for mailing
Processing return mail and address changes; update addresses in Banner
Printing and mailing preparation for publications
Maintaining project management system on a daily basis
Maintaining and updating shared folders to coordinate publication printing
Coordinating with campus stakeholders to gather critical enrollment and advising publications for prospective and admitted students
Troubleshooting office issues within the Admissions Office including on and off campus programs
Budget and payroll; maintaining spreadsheets to track budget and expenditures; provide status reports
Preparing quarterly program budget reports and assisting with development of annual budget proposal
Preparing payroll and monitoring budget spreadsheet for all Admission student employees
Supervising Comm Team students
Hiring, training, supervising and coordinating the workflow for communication student support staff
Administrative support and customer service
Backing up the Program Coordinator during their absence
High school graduate or equivalent
Minimum two years of full-time experience in a professional office setting providing high-quality administrative support and customer service
Exceptional organizational skills with demonstrated ability to set priorities and manage multiple projects in a high-pressure, deadline-driven environment
Demonstrated high degree of reliability, accuracy and productivity with careful attention to detail
Demonstrated ability to problem solve, take initiative, anticipate needs and remain flexible in a fast-paced environment
Strong interpersonal skills with ability to communicate professionally with diverse individuals at all levels of an organization and to work effectively as a member of a team
Proficiency with Microsoft Excel and Microsoft Word, including experience creating and using mail merge documents within Word
Experience using a complex database management software system, such as Banner, Nolij Web and/or Microsoft Access
Experience with Microsoft Outlook
Experience reconciling and tracking budgets
Experience directing and/or supervising the work of student workers and/or staff
New hires typically start at $2530/month including an excellent benefits package
This position is part of bargaining unit A and is covered by the collective bargaining agreement with the Washington Federation of State Employees.
A cover letter and resume are required and should address your experience related to the position responsibilities and the required and preferred qualifications.
Please include the names and contact information of three professional references and upload one professional letter of recommendation.
Closing Date Notes
Position closes 10/26/2018
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); firstname.lastname@example.org
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).
Annual Security and Fire Safety Report: This report is provided pursuant to the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act (“The Clery Act”). It includes statistics for the previous three calendar years concerning reported crimes that occurred on Western’s campus; in certain off-campus buildings or property owned or controlled by Western; and on public property within, or immediately adjacent to and accessible from, the campus. The report also includes institutional policies concerning campus security, such as policies concerning alcohol and drug use, crime prevention, the reporting of crimes, sexual assault, and other matters. You can obtain a copy of this report in printed or alternate formats by contacting the office of the Vice President for enrollment and Student Services. The report can be found at http://www.wwu.edu/vpess/annualsafetyreport.shtml.
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.
With 15,000 students, 160 academic programs, and an energized campus community, Western offers the focus on students and the faculty access of a smaller college and the academic choice, resources, multicultural diversity, and room to grow of a large university. Western is located in beautiful Bellingham, a scenic coastal city of approximately 80,000 situated between Seattle, Washington and Vancouver, British Columbia. With easy access to both the Cascade mountain range and the Pacific coast, the region is rich in cultural events and attractions as well as many recreational activities. Western is known nationally for its successes, including being named the top public master’s granting university in the Pacific Northwest by U. S. News and World Report and one of the best colleges in the nation to work for by the Chronicle of Higher Education.
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