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Administrative Assistant 4

Company: Western Washington University
Location: Bellingham
Posted on: November 30, 2018

Job Description:

Position Title: Administrative Assistant 4

Equal Opportunity Office Western Washington University - For full job announcement and to apply, please visit:

About the University:

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 Equal Opportunity Office implements civil rights laws to ensure that students, faculty and staff have a learning and working environment free from discrimination and harassment. The Vice Provost for Equal Opportunity and Employment Diversity reports to the Provost administratively and to the President for Affirmative Action purposes. The Equal Opportunity 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:

The Administrative Assistant 4 serves as the assistant on administrative matters to the Vice Provost, Equal Opportunity and Employment Diversity. This position fulfills administrative duties and provides confidential support within the Equal Opportunity Office, which serves the entire university campus including faculty, staff, students and visitors. The Equal Opportunity Office has a central role in furthering Western's commitment to welcoming and embracing diversity.

Position Responsibilities:

Provide administrative and secretarial support for the Vice Provost and other Equal Opportunity Office professional staff. Under general direction:

  • Provide secretarial support to Vice Provost; coordinate and maintain Vice Provost's commitments, and calendar, and establish priorities in scheduling appointments for the Vice Provost.

  • Coordinate, make travel arrangements; complete and maintain documents related to travel, reimbursement, purchasing, payroll (for temporary or student hires) and budget, in accordance with established guidelines.

  • Organize EO Office working files, including confidential files

  • Assist in composing and preparing narrative and statistical portions of documents including, but not limited to memos, brochures, correspondence, executive summaries, training presentations, and Equal Opportunity compliance reports.

  • Compose and Issue letters/announcements from Vice Provost to campus community

  • Coordinate and provide support for all departmental search activities in adherence to administrative policies and procedures.

  • Coordinate schedules, programs, and activities with points of contact across campus and provide administrative and logistical support

  • Perform administrative and clerical work associated with EO documents/reports

  • Attend staff, and other meetings, including the Disability Advisory Council, as requested for recording and distribution of notes or minutes; prepare agendas and coordinate follow-up.

  • Prepare confidential investigation and other reports, budget, contract or grant proposals

  • Participate in budget preparation; develop budget estimates; monitor budget status and expenditures.

  • May supervise lower level work-study or student intern employees

    Track and log critical Equal Opportunity numerical and narrative data and training programs; analyze trends/pattern; conduct research and respond to requests for statistical data and narrative information

    • Track hiring actions for Equal Opportunity monitoring purposes and provide initial administrative screen, enter positions into a spreadsheet to be analyzed and reviewed periodically

    • Track discrimination complaints and informal resolutions by assigning numbers and maintaining log by year, type of complaint and by other descriptive data; manage all EO Office files related to discrimination complaints, requests for assistance, and bias incident reports and special projects.

    • Track participants for Sexual Harassment Prevention Training, Equal Opportunity Search Committee trainings and other relevant training

    • Disaggregate tracked data to analyze trends and prepare statistical and narrative reports

    • Research and respond to informational requests, surveys and studies; compose and compile narrative and statistical information/data, run designated data reports and research information in databases.

    • Assist Vice Provost in coordinating and responding to public records requests

    • Research and respond to Vice Provost with statistical and narrative information on a wide variety of Equal Opportunity topics

      Coordinate office management and operations

      • Represent the viewpoints of the Vice Provost/Equal Opportunity Office to internal and external customers of the University campus

      • Serve as the primary point of contact for the Vice Provost and the Equal Opportunity Office; receive visitors and calls.

      • Maintain a professional relationship with members of the community and affiliates

      • Provide logistics and coordination support for the Equal Opportunity Office, including:

        * Schedule appointments, meetings and room reservations

        * Arrange parking permits, travel or meeting arrangements

        • Prioritize and distribute mail and monitor group mailbox, expedite routing/authorization of departmental e-sign forms

        • Assess daily operational, equipment, and inventory needs and make purchases. Evaluate costs; develop cost estimates for expenditures such as equipment, supplies and furniture; plan purchases; and prepare purchase orders and/or implement P-card purchases by contacting appropriate offices or vendors to coordinate purchasing of equipment, supplies, and printed materials.

        • Coordinate personnel issues regarding recruitment, advertising, setting up interviews, selection, and appointment

        • Establishes procedures and interprets and applies administrative policies to the work of the office

        • Provide support for the EO Office's public education and marketing efforts by assisting in the development and maintenance of materials to broadly publicize information about applicable civil rights laws and resources and reporting options for individuals who experience discrimination, harassment, or sexual violence.

        • Provide support in developing content for and publishing the EO Office quarterly online newsletter; for quarterly postings on EO Office bulletin board; and other marketing efforts for additional venues.

          Assist the Vice Provost as records manager, complying with the records retention schedule

          • Prepare and assume responsibility for appropriate organization and maintenance of confidential materials, including complaint files, hiring records, and demographic data, including but not limited to compliance with federal and state requirements.

          • Coordinate and maintain departmental personnel records including, but not limited to, employee leave records, leave balances and electronic timesheet entry for temporary employees and volunteers.

            Required Qualifications:

            • High school graduation or equivalent

            • Minimum four years of progressively responsible clerical, office, secretarial or related administrative office experience; formal education may substitute for experience

            • Demonstrated ability to work effectively with diverse students, faculty and staff across the university

            • Demonstrated excellence working with Microsoft Word, Excel and PowerPoint

            • Ability to handle highly sensitive information/materials in a confidential manner

            • Demonstrated experience working independently, meeting deadlines and managing shifting priorities, and working in a high-volume, fast paced environment

            • Highly effective organizational skills

            • Demonstrated excellent interpersonal, oral and written communication skills

            • Ability to take direction and be appropriate, cooperative and collegial in a professional office environment

              Preferred Qualifications:

              • Experience working at an executive organizational level

              • Experience maintaining a website

              • Desktop publishing skills

                Salary: New hires typically start at $3,592/month including an excellent benefits package.

                Bargaining Unit: This position is part of bargaining unit D and is covered by the collective bargaining agreement with the Public School Employees of WWU.

                Application Instructions:

                For full job announcement and to apply, please visit: Please use the above link to log in and submit your application via Western PageUp. A cover letter and resume are required and should address your experience related to the required and preferred qualifications, including your demonstrated ability to work effectively with diverse students, faculty and staff across the university. Please upload your resume and cover letter as separate attachments as instructed in Western PageUp.Also required are the names and contact information of three professional references.

                Closing Date Notes: Position closes 12/03/2018Job Number: 496304

                Date Posted: November 16, 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); 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
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                Keywords: Western Washington University, Bellingham , Administrative Assistant 4, Administration, Clerical , Bellingham, Washington

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