Administrative Assistant to AVP for WWU Peninsulas

Western Washington University•Poulsbo, WA

15d•$78,364 - $90,117

About The Position

The Administrative Assistant to the Associate Vice President (AVP) for WWU Peninsulas provides confidential, high-level administrative and strategic support to the AVP and leadership team and assists with the daily operations of the AVP’s office. The role exercises judgment and discretion when handling sensitive matters, including personnel issues, contracts, and correspondence. The Assistant coordinates communication and administrative work among the AVP’s office, students, faculty, and staff at the Bremerton, Poulsbo, and Port Angeles sites, and executive offices, deans, and academic and administrative leaders in Bellingham. The position maintains productive relationships across these locations, supports cross-site initiatives, represents the office professionally to internal and external partners, and may attend community or partner events with the AVP or as assigned. The role also supports travel, budgeting, meetings, reporting, office systems and records, and staff recruitment and hiring processes in partnership with Human Resources. Regular travel to regional sites is required, and occasional evening or weekend availability may be needed for meetings or events. A valid driver’s license may be required. The hiring range is $78,364–$90,117 per year, depending on qualifications and experience; the position tops out at $101,871 per year through longevity. Application review begins November 17, 2026, and the position is open until filled. A cover letter, resume, and contact information for three professional references are required.

Requirements

Bachelor’s degree or five years of progressive senior-level administrative experience.
Advanced computer skills, including advanced experience with Microsoft Outlook, Teams, Excel, PowerPoint, Word, and Visio.
Knowledge of web-based programs and database systems.
Effective organizational and time-management skills, including the ability to manage competing priorities across multiple sites.
Strong interpersonal skills and the ability to handle difficult and sensitive situations with tact, diplomacy, and confidentiality.
Ability to work effectively with faculty, staff, students, and administrators across multiple campus locations and with outside agencies.
Ability to represent an executive office professionally with external stakeholders, including government agencies, employers, and educational partners.
Experience managing travel logistics and processing expense reimbursements, such as with Concur or a comparable system.
Ability and willingness to travel periodically to Bremerton, Poulsbo, and Port Angeles.
Regular travel to regional sites, including Bremerton and Poulsbo, is required; a valid driver’s license may be required.
Occasional evening or weekend availability may be required to support meetings or events at any site.
Compliance with the university’s immunization policy, including proof of Rubeola measles immunity within 60 days of hire.
Employment eligibility verification and a background check, including a sexual misconduct background check, are required for new hires.

Nice To Haves

Experience with an ERP or finance system such as Banner, budget and finance tools, SAP Concur Travel & Expense Management, and a recruitment or applicant tracking system such as PageUp.
Experience coordinating staff searches and working directly with Human Resources on recruitment, hiring, and onboarding.
Experience supporting an executive-level office, such as a Provost, Vice President, or Associate Vice President, in higher education.
Experience coordinating administrative operations across multiple or remote campus locations.
Experience preparing data reports, dashboards, or summaries from multiple source offices.
Experience building and maintaining relationships with community partners, government agencies, employers, or educational institutions.
Familiarity with academic affairs, extended or regional education programs, or shared governance structures.

Responsibilities

Provide confidential, high-level administrative and strategic support to the AVP and leadership team.
Manage the AVP’s calendar, independently scheduling and prioritizing complex, high-volume appointments and coordinating with senior internal and external contacts.
Arrange and confirm travel; process travel requests, reconcile expenses, and manage reimbursements using Concur Travel & Expense Management.
Support the AVP as a budget authority by monitoring and processing budget transactions, reconciling expenditures, and tracking spending against allocations.
Draft, edit, and proofread correspondence, reports, presentations, and other materials, ensuring compliance with university format and branding standards.
Screen and prioritize the AVP’s calls, emails, and visitors; resolve routine inquiries and direct other inquiries appropriately.
Maintain confidential and official files for the AVP’s office.
Serve as a contact for students, faculty, and staff at the Bremerton, Poulsbo, and Port Angeles sites, as well as executive offices and college deans in Bellingham.
Coordinate logistics for the AVP’s travel and engagements at peninsula locations, including scheduling, room and AV arrangements, and materials preparation.
Coordinate with site directors and coordinators to align administrative processes and resolve logistical issues.
Serve as a contact for external partners, including government agencies, employers, and educational partners.
Coordinate communication and logistics with city, county, state, and tribal government agencies relevant to regional partnerships and initiatives.
Attend community or external events with the AVP as assigned.
Track external partner communications, agreements, and action items, and follow up on completion.
Prepare briefing materials and background information for the AVP’s stakeholder meetings.
Organize and support recurring faculty, staff, and student meeting series, including scheduling, agenda development, materials preparation, minute-taking, and action-item follow-up.
Request, gather, and maintain documents from multiple offices; organize and prepare data reports and summaries for the AVP’s review and distribution.
Collaborate with academic and administrative offices across campuses to compile accurate, timely information for decision-making.
Assist in preparing materials for cross-divisional committees, councils, and advisory groups associated with the AVP’s office.
Serve as the office’s subject-matter resource for administrative and financial systems, including budget and finance systems, travel and expense systems, document management, and scheduling tools.
Process and track budget authority transactions, reconcile records, and assist with periodic budget reporting.
Maintain office supplies, equipment, and records.
Prepare and maintain standard operating procedures and administrative documentation.
Assist with staff searches for the AVP’s office and affiliated units, including initiating requisitions, posting positions, and tracking searches in the recruitment system.
Work with Human Resources throughout recruitment and hiring to support compliance with university policies, classification requirements, and search procedures.
Coordinate search committee logistics, including meetings and interviews, candidate materials, evaluations, and candidate communications.
Assist with reference checks, offer coordination, and new-hire onboarding paperwork in partnership with HR.
Maintain recruitment files and ensure documentation is complete and retained according to HR and records-retention guidelines.