Administrative Assistant 3 (Temporary)

University of Washington•Seattle, WA

3d•Onsite

About The Position

The Office of Animal Welfare has an outstanding opportunity for a temporary Administrative Assistant 3 to join their team. Position Purpose This is a temporary, full-time, 12-month position. Working in a team-based environment, this position will provide comprehensive program and administrative support for the Office of Animal Welfare (OAW), the Office of the Attending Veterinarian (AV), and the Center for Laboratory Animal Resources (CLATR). Position Complexities This role will have delegated authority to administer and manage functions that support OAW operations, the University’s Institutional Animal Care and Use Committee (IACUC), and the overall animal care and use program. The individual in this role will have direct interactions with researchers and department heads and will work closely with other compliance organizations throughout the institution. Success in this role will require friendly, outstanding customer service skills, and the ability to manage multiple concurrent priorities and projects under deadline pressure and changing priorities. Position Responsibilities 50% of their time will be spent supporting Office of the AV and CLATR functions: Serve as a responsive and efficient initial point of contact for OAW/CLATR via phone, email, and in person, providing accurate information and referring questions appropriately. Provide exemplary, consistent customer service with attentive, timely, and thorough communication and information services. Provide general administrative support for OAW/CLATR, including management of shared email accounts, leading team huddles/meetings as assigned, and providing logistical support for the organization and scheduling of unit events (e.g., room reservations). Oversee administrative operations of CLATR, including quarterly class scheduling, registration management, billing, and participant communications. Coordinate with trainers and instructors to support course logistics and content delivery. 50% supporting OAW and IACUC functions: Prepare materials for monthly IACUC meetings (e.g., meeting minutes), provide logistical support during and between meetings. Manage intake and processing of protocol items and grants. Synthesize and analyze information from multiple systems (e.g., HoverBoard, SPAERC, and SAGE) to facilitate efficient review workflows. Liaise between OAW, the Office of Sponsored Projects (OSP), and research teams and administrators regarding grant issues. Coordinate and maintain records for the veterinary monitoring program, adverse event tracking, and mortality report tracking. Exercise independent judgment to set priorities and meet deadlines. Revise procedures and workflows within scope of duties as needed to enhance efficiency. Other duties as assigned.

Requirements

Requires High School/GED AND three 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.
Working knowledge of federally mandated animal care and use program requirements, including relevant laws, regulations and IACUC operating procedures.
Experience with HoverBoard or other electronic IACUC protocol systems.
Demonstrated ability to manage multiple projects and priorities in a fast-paced environment.
Strong written and verbal communication skills, with exceptional attention to detail and accuracy.
Ability to independently evaluate information and make appropriate decisions or recommendations for assigned administrative or programmatic functions.
Ability to maintain confidentiality and use sound judgement when handling sensitive information.
Excellent customer service orientation and interpersonal skills.
Demonstrated proficiency with Microsoft Office suite.

Responsibilities

Serve as a responsive and efficient initial point of contact for OAW/CLATR via phone, email, and in person, providing accurate information and referring questions appropriately.
Provide exemplary, consistent customer service with attentive, timely, and thorough communication and information services.
Provide general administrative support for OAW/CLATR, including management of shared email accounts, leading team huddles/meetings as assigned, and providing logistical support for the organization and scheduling of unit events (e.g., room reservations).
Oversee administrative operations of CLATR, including quarterly class scheduling, registration management, billing, and participant communications.
Coordinate with trainers and instructors to support course logistics and content delivery.
Prepare materials for monthly IACUC meetings (e.g., meeting minutes), provide logistical support during and between meetings.
Manage intake and processing of protocol items and grants.
Synthesize and analyze information from multiple systems (e.g., HoverBoard, SPAERC, and SAGE) to facilitate efficient review workflows.
Liaise between OAW, the Office of Sponsored Projects (OSP), and research teams and administrators regarding grant issues.
Coordinate and maintain records for the veterinary monitoring program, adverse event tracking, and mortality report tracking.
Exercise independent judgment to set priorities and meet deadlines.
Revise procedures and workflows within scope of duties as needed to enhance efficiency.
Other duties as assigned.