Administrative Services Manager for the Marine and Coastal Sciences Program
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 Marine and Coastal Sciences program 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 Administrative Services Manager you will work under the direction of the Director of Marine Science Programs to support the Marine and Coastal Sciences (MCS) major and program activities. The MCS is a new, interdisciplinary major being developed at WWU to help students develop into confident, thoughtful, ethical scientists who are ready to address the growing challenges affecting our marine and coastal environments. The major combines resources and expertise from the Biology Department, the Geology Department, the Department of Environmental Sciences, and the Shannon Point Marine Center located about an hour away in Anacortes. Though the position is currently advertised as a 0.5 position, it is expected to become a 0.9 position as the program develops.
Your responsibilities will include:
MCS Program Administrative Support
Responsible for departmental front desk, including telephone, main departmental email account, and walk-in questions
Monitor and maintain fiscal records, process journal vouchers, and initiate and approve expenditures from budgets
Coordinate travel for MCS faculty and staff
MCS Programmatic Support
Coordinate speakers, events, and other relevant programming between contributing departments and programs
Coordinate MCS departmental scholarships, including application processes, selection, and award notification processes
Advise potential and current MCS students regarding major requirements, program offerings, program policies, and program opportunities, such as internships.
Coordinate student major applications
Track student progress through the major and update student plans as major
Coordinate ongoing program promotion with ongoing creation of new communications materials, including website and social media, fliers, posters, media releases, etc.
Bachelor's degree in biology, chemistry, geology, environmental science, or related subject matter, or equivalent education/experience sufficient to advise students regarding course registration, requirements, and degree progression
Experience in office or administrative setting performing clerical or administrative support work including day-to-day office operations and reception duties
Experience managing multiple budgets in excess of $10,000 and experience in managing organizational purchasing
Ability to be a self-starter, work independently, set own work priorities, and maintain open communication with supervisor
Ability to work as part of a diverse, collaborative team in a dynamic work environment
Excellent verbal and written communication skills
Excellent organizational skills
Demonstrated proficiency with Microsoft Word, PowerPoint, Excel (spreadsheet and graphing capabilities), and Outlook (calendar and email capabilities)
Experience advising students in academic or similar setting
Demonstrated proficiency with design, creation, and maintenance of websites using Wordpress, Drupal or equivalent software
Experience with paperwork for travel, hiring, and personnel management
Familiarity with the WWU Curriculog program
Familiarity with WWU academic requirements and academic advising
Familiarity with WWU budget and travel policies
Familiarity with TEM, Banner, and Millennium
New hires typically start at $1,796/month including an excellent benefits package.
This position is part of bargaining unit D and is covered by the collective bargaining agreement with the Public School 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.
Closing Date Notes
Position closes December 21, 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); email@example.com
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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.