Administrative Assistant 3

University of Washington•Seattle, WA

1d•Onsite

About The Position

The College of Arts and Sciences is excited to offer new opportunities to contribute to our vital educational, research and outreach missions by joining one of our consolidated administrative cohorts as an Administrative Assistant 3. Each cohort combines the finance, HR, and onsite management functions of between 3-8 academic departments to achieve operational excellence and promote service efficiencies. In concert with department chairs and faculty, CAS Dean’s Office leadership, and the Administrative Support Team (AST), each cohort will be supported by a Finance Analyst, an HR Manager, an Administrative Assistant Supervisor, and a team of Administrative Assistant 3s. The primary responsibility of the Administrative Assistant 3s is to provide front office and general administrative support to the chair, departmental staff, faculty, and students of their primary departments. The College is now recruiting one (1) Administrative Assistant 3 to support the Social Sciences One cohort. The departments supported in this cohort include: American Ethnic Studies, American Indian Studies, Anthropology, Gender, Women and Sexuality Studies, Comparative History of Ideas. Each Administrative Assistant 3 primarily supports 1-2 of these departments, while contributing to the cohort administrative assistant team overall.

Requirements

High School/GED AND three years of office or administrative support experience.

Nice To Haves

Ability to prioritize tasks in a dynamic work environment
Ability to work independently and in an environment of changing priorities and/or ambiguity
Experience in higher education administration.
Experience supporting multiple departments or units in a shared services environment.
Strong organizational, analytical, and problem-solving skills.
Excellent written and verbal communication skills.

Responsibilities

Assist with the analysis of quarterly reports detailing student credit hours, section fill rates, major and minor data.
Develop reports for Chairs to aid in future quarters’ offerings.
Collect faculty course plans for the academic year.
Enter courses into the quarterly time scheduling tool per UW deadlines.
Review time schedule and ensure course offerings follow the Office of the Registrar’s Learning Spaces policies (aka the Heat Map).
Suggest alternate scheduling or classrooms for courses and execute approved changes.
Manage time scheduling changes, room assignments, etc., ensuring that all deadlines are met while being responsive to faculty needs and requests.
Act as a primary liaison between the departments, time schedule office and office of the registrar.
Manage event reservation requests.
Coordinate event logistics and communications under the direction of department chair and/or faculty event lead.
Schedule department-managed spaces.
Assist with event set-up occurring within regular work hours (M-F, 8 a.m. to 5 p.m.).
Plan and execute department commencement activities.
Distribute keys and manage departmental key log or tracking software.
Reception tasks such as greeting visitors, answering phones, mail collection, etc.
Manage department email account(s), forwarding messages to appropriate recipients daily.
Collect and maintain department disposition logs.
Assist in the correct disposal of documents.
Route classroom issues (A/V, access, facilities) to relevant services as needed.
Maintain department's shared drive.
Procure office supplies.
Coordinate submissions, edit, compile/design, finalize, distribute department newsletter.
Coordinate with chair to upload and send annual communications (holiday letters, etc.).
Coordinate social media posts.
Upload website content as needed.
Coordinate travel procurement for department visitors, including letters of invitation, making travel arrangements, ordering travel services (ground transportation), and processing reimbursements.
Provide support for faculty and student reimbursements, purchase orders, honoraria, guest service payments, and other submissions to the Administrative Support Team (AST), including troubleshooting issues and coordinating processing as needed.
Manage surplus in conjunction with the building coordinator.
Monitor electronic check-out processes for departmental equipment including laptops, projectors, and other equipment/materials.
Serve as a department point of contact for building coordinators and safety personnel.
Open and close department offices.