Western Washington University, with over 16,000 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 2019 U.S. News & World Report rankings.
About the Department
The President and Provost Office supports Western's mission, which states that together with our students, staff, and faculty, we are committed to making a positive impact in the state and the world with a shared focus on academic excellence and inclusive achievement. 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
As our Office Assistant Lead you are an integral member of the President and Provost’s Office team, responsible for managing the front office reception desk for the President/Provost’s Office which is the central office of the University.
In this position you will be expected to be able to communicate professionally and effectively with a variety of constituents in sometimes stressful situations. He/she/they must employ excellent organizational skills, be able to self-direct and appropriately prioritize multiple tasks and projects despite frequent interruptions. The Office Assistant Lead should have strong interpersonal skills and the ability to work successfully both independently and in a team environment. This position works with sensitive and confidential information.
Typical duties include:
Function as a first point of contact between the President/Provost's Office and multiple WWU organizational levels, staff, faculty, external constituents, students and their families
Communicate with university staff, faculty and administration and public to schedule meetings for and on behalf of the Associate Vice President
Develop and implement efficient systems and procedures to ensure smooth office operation: maximize the use of technology for file management, communications and record keeping
Triage issues, complaints and general questions
Use Microsoft Office Suite for word processing, mail merges, record-keeping, graphics, spreadsheets, etc.
Maintain databases, shared files, and other resources
Participate in planning and organization for meetings and events including catering orders, purchase forms, room reservations, parking, travel, etc.
Manage inventory of office supplies and purchasing for 20+ staff
Complete, process, and track forms and documents including purchase orders, contracts, and reimbursement requests
Serve as supervisor for student employees
Other duties and projects as assigned
High School graduate or equivalent
Three years of high-level clerical experience
Demonstrated ability to provide excellent customer service and to maintain professional demeanor in stressful situations
Demonstrated ability to manage multiple tasks and priorities with frequent interruptions
Commitment to supporting diversity, inclusion and equity including the ability to work with individuals from a wide array of backgrounds
MS Office proficiency
Strong writing and interpersonal communication skills, including experience handling sensitive and confidential matters
Ability and experience operating and directing multi-line phone
Inventory management, purchasing, and reconciliation
Knowledge of Western Marketplace or equivalent purchasing system
Experience in higher education
New hires typically begin at $2,781 per month, including an excellent benefits package
This position is part of bargaining unit A and is covered by the collective bargaining agreement with Washington Federation of State Employees (WFSE) of WWU.
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.
Closing Date Notes
Posting closes August 29, 2019.
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 at email@example.com. The report can be found at: Annual Security and Fire Safety Report.
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.