Administrative Assistant 2

University of Washington•Seattle, WA

3d•Hybrid

About The Position

The Department of Psychiatry & Behavioral Sciences within the UW School of Medicine currently has an outstanding opportunity for a Part Time Administrative Assistant 2 to join their team. Reporting to the ADAI Director and faculty leadership, the Administrative Assistant is responsible for supporting the daily operations and timely execution of administrative functions for the Addictions, Drug and Alcohol Institute (ADAI). The position provides administrative support for ADAI's multidisciplinary staff, research scientists, faculty, and programs, contributing to the University of Washington School of Medicine's nationally recognized research, education, and outreach mission within the Department of Psychiatry and Behavioral Sciences.

Requirements

Requires High School/ GED AND two years of office or administrative support experience.
Equivalent education and/or experience may substitute for minimum qualifications except when there are legal requirements, such as a license, certification, and/or registration.

Nice To Haves

Zoom and Microsoft Teams experience preferred.
Ability to complete a variety of tasks working with different individuals and teams.
Ability to work onsite, in the UW Magnuson Health Sciences Building, at least one 8-hour day per week (Wednesday).
Customer service experience or experience responding to public inquiries.
Ability to independently research and apply solutions to administrative and technical issues.
Strong editing, writing, and oral communication skills.
Familiarity with Acrobat Pro.
Associate or bachelor’s degree preferred.

Responsibilities

Work collaboratively with ADAI Information Services team members to perform a variety of ongoing tasks and project assignments, primarily providing support for the ADAI Clearinghouse.
Independently track, receive, and stock Clearinghouse materials and supplies.
Fulfill orders once per week, including copying, packing and shipping boxes, preparing mailing labels, and maintaining records of the orders.
Independently troubleshoot a variety of issues that may arise while providing excellent customer service.
Assist with the ADAI Small Grants Program twice a year, including receiving applications, scheduling review meetings, distributing materials, composing award and rejection letters, tracking final report submissions, and maintaining electronic grant files.
Use judgment to navigate non-routine matters that often arise during the small grants review process.
Assist with webinar and online meeting logistics, including Zoom and PowerPoint support.
Attend Zoom webinars and meetings and troubleshoot technical problems.
Occasionally create community meeting registrations, participant polls, and participant confirmation emails using Zoom.
Assist with Zoom meetings for internal ADAI meetings, including staff meetings and committee meetings.
Take minutes during committee meetings and share them with committee members.
Assist with publicity and recruitment activities for annual educational programs by sending email notifications.
Assist with organizing staff events such as retreats and celebrations.
Reserve meeting rooms using UW reservation system.
Use Outlook to schedule meetings and events.
Order food and submit related forms using department systems.
Manage the ADAI general email account, replying to messages or forwarding them to appropriate ADAI staff.
Gain and maintain up-to-date information about ADAI programs, events, small grants, and employees to answer email inquiries independently and appropriately.
Receive and distribute mail.
Occasionally copy and ship materials on behalf of ADAI centers.
Assist with processing travel reimbursement requests, uploading purchasing card receipts and information, ordering grant-funded office supplies, and processing print orders using department systems and in compliance with University of Washington policies and procedures.
Enter data into a Northwest Addictions Technology Transfer Center database regarding community event descriptions and post-event evaluation surveys.
Assist with other data entry tasks, as needed.
Save documents in the Microsoft Teams shared filing system.
Create new Teams folders as needed.
Work with other ADAI personnel to scan and digitize existing paper records.
Proactively develop new project procedures to ensure efficient administrative workflow.
Assist with projects as delegated by the ADAI Director, Director of Operations, Director of Information Services, research teams, and others at the Institute.