Western Washington University Office Assistant 3 in Bellingham, Washington

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Office Assistant 3

About the Position: The Office Assistant 3 oversees and coordinates the day to day administrative and operational needs for the Engineering and Design Department. The position is the face of the department requiring a positive and energetic individual with the ability to multi-task and work in a fast-paced environment. The OA 3 positions handles a variety of complex clerical assignments. The position supports the Department Chair, the Department Administrative Services Manager, full-time and part-time faculty, technical and office staff, and students in the Department and its courses, in meeting the Department mission of developing industry-ready graduates in areas of engineering and design.

About the College/Department: College of Science and Engineering

Position Responsibilities: Coordinate Main Office Operations

  • Serve as main office receptionist, including answering Department main phone line

  • Communicate and interact with the administration, faculty, staff and students to answer basic questions and refer people to the correct person(s)

  • Purchase and maintain inventory of office equipment and supplies

  • Initiate service calls for office equipment and building issues

  • Ensures office files and archives are maintained and stored

  • Process incoming mail, including packages

  • Compose office correspondence, such as requests for documentation, and respond to requests for information

Support Department Chair

  • Send out meeting requests on behalf of Chair

  • Take meeting minutes

  • Coordinate and schedule small office catering events such as the Outstanding Senior graduation luncheon

  • Maintain the ET Yard parking eligibility list and communicate it with Parking Services

  • Order and distribute Course Evaluations for NTT faculty members, and then scan copies for Chair when evaluations are returned

  • Prepare thank you letters for donations to Department

  • Retrieve or finds information from other offices, Banner, or Nolijweb

  • Other duties as assigned

Support Administrative Services Manager

  • Review and verify purchasing card receipts for accuracy and to ensure compliance with established procedures and policies

  • Process work orders through Facilities Management

  • Retrieve or find information from other offices, Banner, or Nolijweb

  • Assist with travel arrangements for job candidates

  • Other duties as assigned

Support Department Committees

  • Notify curriculum committee members of exception requests

  • Prepare and send letters to notify students of curriculum committee decisions on exception requests

  • Collect, catalog, and organize student scholarship applications

  • Prepare and send letters to notify students of scholarship committee decisions

  • Proofread student thank you letters for scholarship awardees

  • Schedule meetings for committee chairs, if requested

Support Department Faculty, Staff, and Students

  • Order lab badges for faculty, staff, and qualified students

  • Initiate textbook orders and confirms that all classes have their needs met

  • Process reimbursement requests for faculty, staff, and student purchases

  • Coordinate and submit printing and publishing orders

  • Process parking requests for Department and program guests

  • Assist faculty, staff, and students with sending packages

  • Notify faculty and staff when packages arrive

Collect Information and Maintain Records

  • Collect and maintain copies of syllabi for all Department courses each quarter, and one sample for required program courses from other departments annually

  • Process and maintain copies of student graduation paperwork

  • Process and maintain copies of student independent studies, including adding or confirming appropriate lab fees are included

  • Log student exception requests and curriculum committee decisions, and maintain copies of letters sent to students

  • Ensure office files and archives are maintained and stored

Support Program Coordinator

  • Assist students with overrides and other registration problems

  • Assist with processing of student waitlists

  • Assist with confirmation of students having met prerequisites and notification to students who have not done so

Required Qualifications:

  • High School graduate or equivalent

  • Two years of clerical experience

  • One year front-line customer service experience

  • Demonstrated experience working with Microsoft Word, Excel, and Outlook

  • Demonstrated ability to handle highly confidential and sensitive information and materials

  • Demonstrated attention to detail

  • Demonstrated ability working in a diverse environment

  • Demonstrated ability to work in a shared space that is a busy, interruptive environment, while multi-tasking, servicing customers, answering phones and meeting deadlines

  • Demonstrated ability to communicate effectively, both verbally and in writing

  • Demonstrated ability to handle stressful situations in a professional manner

Preferred Qualifications:

  • Experience working in public higher education

  • Experience using University administrative software systems such as Banner, Nolijweb, FAMIS, Paymentnet, or E-Market

Academic Emphasis: N/A

Job Location: Western Washington University, Bellingham, WA

Salary: 13.29/hour

Bargaining Union: A

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: 8/10/2017

Closing Date: 9/8/2017

Recruitment #: 170284

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.