Central Office Assistant

Position Summary

Central Office Assistants (COAs) are integral members of the Office of Residence Life. Their primary responsibility is to provide administrative services to the Residence Life central office under the direction of their supervisor and offer customer service to visitors in the office.

Performing the responsibilities of a paraprofessional requires knowledge of department and university information, the ability to provide administrative support, work independently, have excellent communication and teamwork.

Note: This position does not require you to live on campus.

Primary Responsibilities

Utilize the Outlook calendar to schedule meetings and reserve the ResLife vehicle
Keep an accurate record of the student staff and staff listing. Including onboarding and offboarding throughout the year.
Create and maintain the RD on call schedule and the Central Office Staff schedule
Maintain strict confidentiality while utilizing Residence based programs such as Advocate, StarRez, and Navigate to access student information
Maintain Purchasing Card and Dining Card documentation for Central Office
Regularly inventory supplies and inform supervisor when orders need to be made
Complete projects as assigned by supervisor
Keep Central Student Staff training courses up to date and help train incoming office staff
Assist supervisor with the entire Student Staff Hiring- including interviews, screening, and communications

Exercise creative independence in updating the office
Create and maintain bulletin boards in the Central Office
Answer the central office phone and greet everyone who comes through the office
Provide quality customer service and positive interactions to parents, students, and University staff
Resolve and mitigate potential conflicts that arise

Distribute mail, supplies, flyers, and other items to individual hall mail-boxes
Submit work orders and maintenance requests as appropriate.
Complete all printing requests requested through supervisor and/or RA staff
Collaborate with and fulfill Copy Services requests from ResLife staff
Perform basic filing functions as deemed necessary by the supervisor to maintain a neat and organized workspace/office.
Attend Central Office Assistant meetings with supervisor.
Adhere to deadlines related to completion of tasks, projects, and turning in documents
Maintain confidentiality with all records, communication, and correspondence
Work collaboratively with all professional and student staff members
Other duties as assigned

Required Qualifications

Working knowledge of Microsoft Office suite especially Excel
Ability to work independently and efficiently on multiple tasks with variable deadlines
Exceptional written and verbal communication skills
Strong organization skill
Ability to work with confidential materials
Experience or interest working with a diverse population
Ability to work in a team environment

Eligibility

Candidates must be a matriculating student and currently enrolled in classes.
Candidates must not be on disciplinary probation through the student conduct process or in deferred eviction status.
Candidates must have a minimum quarterly and cumulative GPA of 2.5
If a Fairhaven College student, the candidate must be in good academic standing with the Fairhaven College administration.
New transfer students must provide a transcript from their previous institution which demonstrates a cumulative 2.5 GPA.
Students must also fulfill all other requirements outlined by Student Employment Services for employment by the University.

Timeline

Applications due: May 1
Interviews: May 6-10
Offers sent out: May 17

Terms of Employment

Serve in the role for the full academic year in addition to returning early/staying late for training and work responsibilities each quarter as directed.
Average weekly workload is 10 hours Monday-Friday, 8am-4pm depending on needs of supervisor. Minimum hours per week is 8.
COAs are contracted up to 10 hours per week. Hours can be flexible as determined by supervisor.
COAs will meet with their supervisor for a performance review at least once a quarter, and potential additional meetings as specified by the supervisor.
Compensation starts at WA state minimum wage.
Attend weekly staff meetings with the Administrative Assistant for Residence Life.
Maintain a minimum quarterly and cumulative GPA of 2.5 while enrolled in 12–18 credits per quarter; obtain supervisory approval to enroll in less than 12 credits or more than 18 credits.
Fulfill position requirements as described in this document, the position agreement, and as assigned while in the position.
This position is work study eligible, however, work study is not required.

Apply here!

About Us

University Residences engages students in diverse and inclusive, healthy, safe and sustainable communities that foster academic success and personal growth. Through 16 residence halls and one apartment community, University Residences provides on-campus housing for over 4,000 of Western’s 16,000 students. More than 165 students are employed by University Residences in part-time positions ranging from entry level to paraprofessional. Questions about this job posting can be directed to Residence Life (EH 113), ResLife@wwu.edu or 360-650-2960.

Equal Opportunity & Affirmative Action

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. Inquiries may be directed to the Vice Provost for Equal Opportunity & 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); eoo@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 the Disability Access Center, 360-650-3774 or 711 (Washington Relay).