Administrative Assistant 2, Project Position at Internal

Position TitleAdministrative Assistant 2 Project PositionAbout the UniversityWestern Washington University with over 15000 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 90000 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 masters-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. Westerns 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 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 DepartmentFacilities Development and Operations supports Westerns 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 PositionThe Administrative Assistant 2 plays a vital role in supporting the Central Logistics team during a defined 12-month project period. This position is responsible for facilitating clear communication managing schedules coordinating inventory and providing technical support. Serving as a key liaison among logistics staff faculty and external partners the Administrative Assistant 2 ensures smooth operations across warehouse activities transport requests and surplus management.With a strong focus on customer service and organizational efficiency this role coordinates daily logistics maintains accurate inventory records and delivers both technical and administrative support to optimize workflow. As a temporary position it is essential to achieving project milestones meeting time-sensitive objectives and sustaining operational continuity throughout the project timeline.Communication & Customer ServiceNotify staff/faculty when packages or pallets arrive at the warehouse and request submission of transport request forms.Send confirmation emails upon receiving transport request forms.Answer and route inquiries related to surplus transport requests and general logistics.Contact customers to gather job details for current or future projects.Maintain strong customer relationships by providing a high level of admin support of CLO team.Provide assistance to visitors and truck drivers needing to navigate the campus.Scheduling & CoordinationSupport the supervisor in determining dates and times for furniture moves and transport jobs.Support the supervisor in the coordination of daily job assignments for logistics crew.When directed attend meetings to gather information for upcoming events and projects.Support the organization and planning of transport request jobs.Update whiteboard schedules for ongoing and upcoming projects.Assist in surveying and planning logistics jobs.Inventory & DocumentationCreate and maintain Excel spreadsheets to track inventory of office equipment and other items.Monitor inventory inflow for furniture and computer-related projects.Take item counts and maintain warehouse inventory records.Take photos of surplus furniture upon request.File paperwork and create deposit slips for checks to be submitted to the Student Business Office.Check order status on Western Marketplace and group shipments for accurate delivery.Systems & Technical SupportProficient in using the AiM and Web Form systems.Assist with AiM/ReADY system transfer and testing.Support the crew input timecards when needed.Provide administrative support as necessary.Logistics & Warehouse OperationsAssist with receiving and loading/unloading at docks.Operate pallet jack for warehouse organization.Organize and clean warehouse space.Pick up misdelivered packages and surplus items on campus when needed.Required QualificationsHigh school diploma or equivalent.12 years of office experience including proficiency with Microsoft Office applications (Word Excel Outlook etc.).Valid Washington State drivers license.Strong verbal and written communication skills.Experience with interoffice telecommunications and coordination.Ability to manage multiple tasks in a professional office environment.Preferred QualificationsDemonstrated experience in shipping and receiving processes through current or past employment.Familiarity with postal shipping and receiving procedures including handling packages and documentation.Experience managing surplus items including listing items for sale on online platforms.Forklift experience and/or current certification. Forklift training and certification updates are provided as needed.Conditions of EmploymentAll employees must comply with our Immunization policies including Proof of Rubeola Measles Immunity within 60-days of hire. Please reach out to if you need information regarding medical or religious exemption and applicable accommodations.Salary$3864 - $5028/month depending on qualifications and experience.Benefits InformationBenefits Overview for Classified PositionsBargaining UnitThis position is part of bargaining unit A and is covered by the collective bargaining agreement with Washington Federation of State Employees.Application InstructionsApplication materials should address your experience related to the position responsibilities and the required and preferred qualifications.Closing Date NotesPosition open to current permanent (no longer on probation) WFSE employees only; position closes 12/16/2025 at 11:55 pm.Western Washington University (WWU) is an equal opportunity 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 WWUs Policies onProhibiting Discrimination Based on A Protected Class and Prohibiting Discrimination Based on Sex. 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);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 contactHuman Resources Disability Services 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 Westerns 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 at . The report can be found at: Annual Security and Fire Safety Report.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 a sexual misconduct background check. Key Skills Generator,Accomodation,Football,Advertising,Architectural Design Employment Type : Full-Time Experience: years Vacancy: 1 Monthly Salary Salary: 3864 - 5028