Administrative Assistant 3 (Temporary)

University of Washington Medical Center•Seattle, WA

6d•$48,396 - $64,740•Onsite

About The Position

The UW Department of Environmental and Occupational Health Sciences (DEOHS) has an outstanding opportunity for a Temporary Administrative Assistant 3 to join their team. Reporting to the DEOHS Director, the Administrative Assistant 3 is a member of the department’s central administrative team and contributes to a varied management of department and Chair initiatives and other tasks supporting the overall goals of the central department functions. The position is located on-campus five days per week in the Hans Rosling Center for Population Health in Seattle. The position provides department-level support for complex external and internal department operations with a focus on partnering with the department faculty leadership, particularly the Chair and Associate and Assistant Chairs, Director, and other central department team staff. The position will be a member of the central Chair’s office team.

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.
Applicants who do not meet these qualifications WILL NOT be forwarded to the Hiring Department.

Nice To Haves

Bachelor's in Communications, Business, Human Resources, or related field.
Minimum 2 years of experience in project management.
Demonstrated ability to maintain harmonious relationships and effectively address complex and sensitive administrative issues.
Demonstrated attention to detail and proven ability to manage multiple projects in an organized, thorough and timely fashion against pre-determined goals and deadlines.
Proficiency in Microsoft Office suite
Proven leadership and communication skills. Excellent writing skills.
Proven ability to organize complex tasks.
Valid driver's license

Responsibilities

Manage the Chair's schedule: organize activities, schedule and set meetings at the department, school, university community and national level, ensuring that the Chair's priorities and obligations are met. Prepare supportive background materials for the meetings and provide relevant background details.
Coordinate travel arrangements for Chair; arrange for all contacts and meetings at the travel destinations; ensure that all travel objectives are accurately and completely carried out; process travel requests and reimbursements. Keep relevant stakeholders appraised of the Chair’s travel and impacts to timelines and processes.
Compose and edit correspondence, memos and reports in a concise and succinct manner for the Chair's signature, which are often times of a confidential and sensitive nature.
Contribute to the management of details associated with the Chair-initiated faculty committees: perform complex scheduling; manage the information and documents; monitor the status of follow-up items; and manage the department intranet and Team sites housing the committee and meeting materials; oversee monthly faculty meeting logistics.
Assist the Chair with administrative functions related to advancement including direct interaction school advancement offices. Draft thank you letters on behalf of the Chair for gifts received from donors.
Student, Staff and Faculty Awards Committee: coordinate committee meeting schedule and logistics; collect and distribute applications; manage internal department awards as well as opportunities at the school and university level working with others to assess requirements and review submissions. Compile, draft, and review to assess alignment with requirements.
Faculty and Leadership meetings (monthly): Assist with material collection and upload to department intranet and Team sites; meeting calendaring and other logistics regarding announcements, set-up and A/V.
Weekly department seminar: work with the lead faculty during the academic year corresponding directly with the speakers for materials, marketing materials, talk slides, and logistics. Serve as the main point of contact for the speaker and oversee the course.
Manage the department External Advisory Committee with the Assistant Chair for Partnerships perform complex scheduling; attend meetings to manage agenda and take minutes; prepare and disseminate materials; and conduct follow-up if necessary.
Department events: Help manage various department events including annual retreats, endowed lectures, and other activities. Participate with faculty, staff, and student teams to develop event offerings, coordinate with department event manager regarding logistics, develop materials, attend event, and conduct follow-up. Contribute to department functions with the event manager which may include faculty on-boarding, retirements, staff gatherings, external partner activities and lecture series.
Serve as the on-campus, HRC, facilities coordinator working with building management regarding requests and various needs. Perform limited procurement.
Join the department administrative team meeting every other week with department Director.
Manage external and internal faculty webpages working with the department communication team to upload new content, edit existing information, and liaise with faculty regarding their information on the sites.