Program Coordinator
Program Coordinator
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Job Description
Western 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 thrive. In 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.
Under the general direction of the Program Manager the Program Assistant is responsible for managing the campus-wide multi-function machine program and copy/print support services (75% of the role). Key responsibilities include overseeing the multi-function machine program which involves consultation with departments and vendors ordering and installing machines resolving network printing issues installing print drivers providing campus customer support tracking usage and assisting with billing. This position collaborates with a vendor that holds exclusive rights to provide equipment and services in support of the program. Additionally the role ensures the vendor delivers all contracted services and support including training and delivery in accordance with the established contract.
This position also assists the Program Manager with various print services and campus Post Office duties (25% of the role). Responsibilities include but are not limited to receiving and processing print work requests maintaining print production schedules to ensure deadlines are met and coordinating print production with approved outsourced vendors.
Coordinates the campus-wide program for 100 self-serve multi-function machines across various campus locations.
- Provides timely responses to campus inquiries regarding multifunction device issues and questions.
- Acts as the primary campus contact for vendor resolution and oversees vendor performance to ensure service quality.
- Coordinates all aspects of the program including equipment placement servicing and installation of multi-function machines.
- Reviews installations to ensure copier placement and configuration align with department needs and usage volumes.
Responsible for setup and maintenance of user accounts and assists the fiscal technician with department billing and the collection of meters and user totals.
- Adds and removes user accounts on multi-function machines as requested by departments.
- Assists in retrieving machine meter data and account totals electronically.
- Helps track and input meter data for monthly department billing ensuring alignment with departmental budgets and individual usage.
- Assists with entering meter data and balancing department billing sheets.
- Assist with monthly distribution department billing sheets.
Provides proactive support to departments regarding copier and printer issues and inquiries.
- Monitors the status of campus machines using a centralized monitoring program.
- Places vendor service calls through an online vendor program for malfunctioning copiers and printers.
- Follows up with departments to ensure customer satisfaction after service calls.
- Maintains regular communication with vendor service representatives to stay informed on copier and printer status.
- Orders paper for department-shared self-serve copiers.
- Keeps a record of copier and printer service history for self-serve machines.
- Orders copier supplies through an online vendor ordering system.
- Maintains an inventory of copier supplies for the campus.
- Monitors copiers and printers to ensure they have appropriate signage and customer information.
- Maintains assigned copiers and printers by filling paper and placing service calls as needed.
Assists the Program Manager with various printing services-related tasks.
- Reviews and processes print work requests collaborating with clients the Program Manager and outsourced print vendors to coordinate schedule and meet production requirements and deadlines.
- Maintains positive customer relations by ensuring print jobs are completed on time and meet customer specifications and quality standards.
- Collaborates with campus graphic designers to produce high-quality print materials ensuring files are formatted and prepared according to specifications.
- Possesses a strong understanding of campus graphics standards and procedures ensuring all work complies with institutional guidelines.
- Assists with the daily operations of printing services maintaining close collaboration and communication with the Program Manager.
Orders and installs replacement copiers based on existing contracts selecting the best machine options based on department needs volume and type of work.
- Evaluates department requirements and compares machine options to ensure the best fit.
- Coordinates copier and printer installations with vendors and campus transport services.
- Works with Tech Services and ATUS to set up print queues IP addresses and install print drivers.
- Installs IP addresses and network information on machines to ensure proper connectivity.
- Installs print drivers on user computers as needed.
- Coordinates training sessions with departments and vendor representatives to ensure proper machine usage.
- Determines pricing for department machines and equipment based on available contracts.
Other duties as assigned.
This is a permanent cyclic 11-month position.
- High School Graduate or equivalent.
- Two years of experience coordinating technical equipment or service-based programs in an office customer service or operational support environment
- Demonstrated ability to prioritize multiple tasks and manage time effectively to meet deadlines.
- Strong written and verbal communication skills with experience responding to customer inquiries in a professional setting.
- Proficiency with Microsoft Office Suite (Word Excel Outlook).
- Ability to work independently with minimal supervision and exercise sound judgment in resolving issues.
- Experience handling data entry and managing inventory or supplies.
- Understanding of computer networks IP addressing and printer driver installation.
- Experience supporting multi-function printers/copiers or managing vendor service relationships.
- Experience with departmental billing processes including meter tracking and reconciliation.
- Knowledge of digital printing and file preparation standards (e.g. PDF formatting color management).
- Experience coordinating installations involving IT departments or external vendors.
Application materials should address your experience related to the position responsibilities and the required and preferred qualifications.
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. See WWUs Policy onEnsuring Equal Opportunity and Prohibiting Discrimination and Retaliation. 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 the Vice President for Enrollment and Student Services 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.
Required Experience:
IC
Employment Type
Full-Time
