"Assistant to AVP for Finance & Bus Services & AVP for Safety-Police Chief"

Company: Western Washington University

Job Location:

Category: Administrative Assistants

Type: Full-Time

The Assistant to the Assistant Vice President for Finance and Business Services and the Assistant Vice President for Security/Chief of Police at the University Police Department provides confidential, high-level administrative support to the executives and assists with the activities and operations of their respective units.

The Assistant performs complex, professional administrative tasks that require advanced technical skills, careful decision-making, and judgment on sensitive, intricate, or confidential matters. They proactively oversee routine and highly complex administrative projects. They plan and execute various functions and participate in different committees. Additionally, they monitor and reconcile budgets and expense payments for both units.

Assistant Vice President, Finance and Business Services Support

• Provides high-level executive administrative support to the Assistant Vice President for Finance and Business Services (FBS), ensuring efficient scheduling, managing correspondence, and coordinating key department initiatives.
• Proactively manages both routine and complex administrative projects with diplomacy, especially when handling confidential and sensitive issues.
• Daily reviews the AVP's email, triages priority items, and may respond on behalf of the AVP. Prioritizes and tracks requests and issues to ensure timely follow-up.
• Manages the executive's calendar and handles complex scheduling tasks involving sensitive conversations with high-level contacts.
• Tracks FBS budgets against actual expenditures, notifying the AVP of potential concerns.
• Prepares meeting materials, agendas, and minutes, and independently gathers relevant information for meetings and events.
• Performs a wide range of administrative duties, including managing time-sensitive communications and preparing or editing correspondence, reports, and other documents. Ensures adherence to the university format.
• Provides administrative support for recruiting professional and classified staff through PageUp and external search firms. Ensures adherence to search and hiring requirements.
• Provides administrative support for the implementation of FBS updates to administrative, federal, and state laws and policies.
• Reviews and updates FBS financial policies and procedures for submission and review by the University Policy Coordinator.
• Provides, coordinates, and monitors key data to support strategic initiatives, goal setting, and performance evaluations.
• Coordinates FBS reports and materials in collaboration with the Executive Assistant to the Vice President for the Board of Trustees' FARM Committee meetings.
• Coordinates auditor entrance and exit audits.
• Handles payroll, personnel action forms, expense payments, budget transfers, journal voucher entries, and purchasing card approvals.
• Schedules and verifies travel arrangements, submits travel requests, and processes reimbursements for conferences and meetings.
• Conducts research and offers data to aid decision-making.
• Serves as the main contact for Suite 400, greeting guests and creating a positive, professional first impression.
• Handles scheduling for the Suite 400 conference room.
• Orders general office supplies for Suite 400 and maintains inventory.
• Budget authority up to $10,000.
• Serves as the fixed asset custodian, overseeing tracking of assigned equipment.
• Maintains confidential files.
• Other duties as assigned.

Assistant to Assistant Vice President for Security and Chief of Police, University Police Department and Transportation Services

• Provides high-level executive administrative support to the Assistant Vice President for Security and the Chief of Police, facilitating strategic initiatives, goal setting, and budget planning.
• Maintains record-keeping, database, and archiving schedules.
• Assists committees chaired or co-chaired by the Assistant Vice President and Chief of Police by preparing meeting materials, agendas, and minutes, and independently gathering relevant information for meetings and events.
• Provides administrative support to the institution during major emergencies, assisting the Assistant Vice President/Chief of Police, Deputy Chief, and President's Cabinet with coordination and documentation of high-level or incident-related matters.
• Participates in Incident Command System (ICS) drills and tabletop exercises.

Other Duties as Assigned

• Provides backup administrative support for other division units as needed or during absences.

Required Qualifications

• Five years of progressively responsible senior-level administrative experience.
• Demonstrated advanced computer skills, including extensive experience with Microsoft 365.
• Demonstrated proficiency in web-based programs and database systems; quickly adapts to new software.
• Demonstrated strong organizational and time management skills with the ability to assess needs, identify objectives, and gather or record relevant information for scheduling and coordination.
• Demonstrated ability to monitor departmental revenues and expenditures against budget.
• Demonstrated strong interpersonal skills with a proven ability to manage difficult and sensitive situations with tact, diplomacy, and confidentiality.
• Proven ability to work collaboratively with employees from diverse backgrounds at all levels of the organization and with external agencies.

Preferred Qualifications

• Experience utilizing a range of enterprise software systems (ERP), including Ellucian Banner ERP, Millennium FAST (Finance, HR, and Budget), SAP Concur (Travel and Expense Management), Facilities Development and Operations ReADY System, PageUp Performance Module (Recruitments), and Enterprise Services Management (ESM) eProcurement (Purchasing) to support efficient operations and data management.
• Experience working within a higher education setting.