Program Assistant

Position Title

Program Assistant

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.

The Computer Science Department 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.

This position provides a wide range of clerical support to the Computer Science Department Manager (Administrative Services Manager

C), Advising & Outreach Specialist (Program Specialist
2), and two Academic Program Coordinators (Program Coordinators) in order to help the Computer Science Department, encompassing the Cybersecurity and Data Science Programs, run in an efficient manner and to provide a supportive and inclusive educational environment for students, faculty and staff. This is a permanent, part‑time (.75) cyclic position.

• Provide administrative support for the Advising and Outreach Specialist & Academic Program Coordinators in support of the Computer Science Department's academic programs. Tasks include providing information regarding program policies and activities to both internal constituents and the public; composing correspondence, printed materials, and/or resources related to program policies, procedures, and operations using spreadsheets, complex word processing techniques, and graphic design software;
  
  using database software to query records, run reports, enter registration overrides, and maintain records; editing materials for accuracy, appearance, readability, and style; assisting in coordinating arrangements for program activities such as advising sessions, meetings, and events; assisting the program coordinators in growing and maintaining relationships with contacts at existing partner colleges; assisting the program coordinators in developing new articulation agreements with potential partner colleges;
  
  assisting with collection, preparation, and processing of applications for the programs; and assisting with the annual scholarship award and distribution process.
• Provide administrative and clerical support to the Department Manager and all departmental faculty. Tasks include scheduling conference and classrooms; maintaining departmental signage and facilities and submitting work orders as needed; processing access requests; keeping outreach materials/pamphlets stocked; receiving and distributing mail & deliveries; locking/unlocking departmental spaces; copying/ scanning/uploading/file documents; proofreading and editing documents; initiating eForms; assisting in processing student/faculty travel; and additional tasks as requested.
• Perform event coordination, marketing, and communication functions for the department. Tasks include serving as an assistant event coordinator for the department by acting as liaison with internal and external presenters, arranging event logistics, and publicizing the event to all stakeholders; serving as an assistant coordinating the Tech Talk event series, including recruiting industry leaders and employers to connect with students; assisting the program coordinator in attending or supporting info sessions/recruitment events;
  
  compiling and distributing information for all departmental activities; coordinating with department staff to compile and distribute external internship opportunities; using graphic design software to create promotional and informational materials; creating photo and video materials for both internal and external audiences; conferring with other campus departments and outside agencies to assist with departmental announcements; creating and posting informational signs/displays/posters; updating hallway monitor photo slideshow;
  
  and similar tasks.
• Lead administrative office operations. Tasks include answering department telephone and email; receiving and directing department visitors by utilizing knowledge of department and university resources; maintaining inventory of office supplies, including purchase and receiving; maintaining shared office machinery,…