CSE Administrative Assistant 3
Apply now (https://secure.dc4.pageuppeople.com/apply/793/gateway/default.aspx?c=apply&lJobID=502750&lJobSourceTypeID=796&sLanguage=en-us) Work @type: Permanent Full Time
Location: Bellingham, WA
Categories: College of Science & Engineering
Position TitleCSE Administrative Assistant 3
About the University
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 90,000 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 has additional sites in Anacortes, Bremerton, Everett, Port Angeles, and Poulsbo. Western is recognized nationally for its successes, such as being named one of the top public master's-granting institutions in the Pacific Northwest for 25 years in a row by U.S. News & World Report.
Western Washington University is committed to achieving excellence through advancing inclusive success, increasing our Washington impact, and focusing on transformational education grounded in the liberal arts and sciences and based on innovative scholarship, research, and creative activity. Western's greatest strength is the outstanding students, faculty, staff, and alumni/ae who make up its community. Western supports an inclusive governance structure for all and provides a learning and working environment in which everyone can thrive. In pursuit of this excellence, individual employees are expected to establish and maintain productive and effective inclusive working relationships amongst diverse populations including staff, faculty, administration, student, and external constituents. Further, individual employees are expected to have the ability to operationalize sustainability concepts (economic, societal, environmental) into all aspects of performing their job duties.
About the DepartmentThe College of Science and Engineering supportsWestern's mission (https://president.wwu.edu/mission-strategic-plan) , 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
This position provides administrative, event, and data management support to the Dean, Associate Dean and Operations Manager in the College of Science and Engineering to facilitate the day-to-day operations of the College's Dean's Office.
This is a public facing position that serves students, faculty, industry professionals, alumni, and donors and is responsible for maintaining a welcome office environment for all visitors. This is a full time, in person position.
Administrative Support for the CSE Dean's Office Tasks include:
Provide confidential administrative support to the Dean, Associate Dean and Operations Manager.
Coordinate and manage scheduling for the Dean, Associate Dean and conference room
Arrange travel for the Dean and process appropriate travel forms
Purchase all office supplies and request service for office equipment when needed
Coordinate with departmental staff members across the college on administrative practices and procedures
Other duties as assigned that contribute to the operation of the College office
Administrative Support for College Committees and Programs Tasks include:
Track department committee appointments and maintain appointment records
Schedule meetings and assist with member correspondence
Initiate hiring paperwork and approve timesheets for the CSE Ambassador Program
Support the CSE Advancement Board by facilitating communication/correspondence between Dean, Development officers and Board members; assisting in preparation of meeting materials; and taking and preparing meeting minutes.
Support the annual faculty awards process by coordinating nomination materials and verifying eligibility, communicating with nominees and coordinating submission of support materials, etc.
Provide Support for the CSE Operations Manager Tasks include:
Process and route electronic administrative forms submitted to the college for review/approval
Track graduate teaching assistant assignments and maintain related records
Assist with annual college processes (e.g., workstation replacements, NTT contract reviews, fall uploads)
College Event Coordination Tasks include:
Provide logistical and clerical support for events including the Fall Welcome, College Holiday Gathering, and CSE Advancement Board Meetings
Coordinate catering, parking permits and other event arrangements
Organize event setup, day of support, and event breakdown
Support CSE Student Scholarship and Research Award Processes Tasks include:
At the direction of and in coordination with the Associate Dean, process notification, acceptance, and receipt of CSE student scholarships.
Work closely with the Western Foundation office and Scholarship Center personnel to track scholarship recipients, monitor available balances, and trouble-shoot problems
Monitor and assist with CSE Summer Research award hiring processes.
Data Management and Reporting Tasks include:
Maintain internal tracking spreadsheets for the College
In coordination with other office staff, maintain CSE office files and general records
Compile data and conduct research conduct research for ad-hoc and recurring reports
Designate files for archiving and prepare files for storage; create new file systems as needed
Front Desk Reception for the CSE Dean's Office Tasks include:
Serve as the first point of contact: route phone calls and respond to inquiries
Screen, prioritize and distribute incoming mail and shared inbox messages
Greet visitors and direct them to appropriate staff or resources
Required Qualifications
Bachelor's Degree and one year of administrative experience, or AA degree and three years of administrative experience, with increased responsibility or equivalent education/experience
Proficiency in Microsoft Excel, Word and Outlook
Proven expertise with administrative support functions such as scheduling, call routing, forms processing and drafting correspondence
Strong organizational skills, attention to detail, and ability work effectively under multiple deadlines and interruptions
Proven ability to manage time well and ability to establish and maintain a friendly, cooperative team environment with an inclusive group of students, faculty and staff
Demonstrated ability to employ discretion in communication and maintain confidentiality
Preferred Qualifications
Experience with Microsoft SharePoint or other file sharing systems
Experience with Banner and Millennium FAST
Experience with large event coordination
Conditions of EmploymentAll employees must comply with our Immunization policies, includingProof of Rubeola Measles Immunity (https://policy.wwu.edu/POL-U1300.01-Requiring-Proof-Of-Rubeola-Measles-Immunity) within 60-days of hire. Please reach out toHR@wwu.eduif you need information regarding medical or religious exemption and applicable accommodations.
Salary$4,042 - $5,429/month depending on qualifications and experience
Benefits InformationBenefits Overview for Classified Positions (https://hr.wwu.edu/files/2022-01/Benefits%20-%20Classified%20Staff%20%281%29.pdf)
Bargaining UnitThis position is part of bargaining unit D and is covered by the collective bargaining agreement with Public School Employees of WWU.
Application Instructions
Please provide a resume and cover letter that details how your education and experience meet the required and preferred qualifications. Please include the name and contact information of up to three professional references. References will only be contacted for finalists.
Closing Date NotesPriority consideration review begins November 24, 2025; position is open until filled.
Western Washington University (WWU) is an equal opportunity employer. In compliance with applicable laws, WWU does not discriminate on the basis of race, ethnicity, color, national origin, age, citizenship or immigration status, pregnancy, use of protective leave, genetic status, sex, sexual orientation, gender identity, gender expression, marital status, creed, religion, veteran or military status, disability or the use of a trained guide dog or service animal (including a service animal in training) by a person with a disability, or any other characteristic protected by federal, state, or local law, in its programs or activities, including employment, admissions, and educational programs. See WWU's Policies on Prohibiting Discrimination Based on A Protected Class (https://policy.wwu.edu/POL-U1600.02-Prohibiting-Discrimination-Based-on-A-Protected-Class-Interim) andProhibiting Discrimination Based on Sex (https://policy.wwu.edu/POL-U1600.04-Prohibiting-Discrimination-Based-on-Sex-Interim) . Inquiries may be directed to the Office of Civil Rights and Title IX Compliance, Title IX and ADA Coordinator, Western Washington University, Old Main 126 (MS 9021), 516 High Street, Bellingham, WA 98225; 360.650.3307 (voice) or 711 (Washington Relay); crtc@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 (https://hr.wwu.edu/workplace-accommodation) , 360.650.3751 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 Student Life atstudent.life@wwu.edu. The report can be found at:Annual Security and Fire Safety Report (https://www.wwu.edu/clery) .
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 which includes asexual misconduct background check (https://hr.wwu.edu/sexual-misconduct-background-checks) .
Job no: 502750
Advertised: Nov 10 2025 09:00 Pacific Standard Time
Applications close:
