Department Administrative Assistant-4

University of Washington Medical Center•Seattle, WA

1d•Onsite

About The Position

The College of Arts and Sciences is offering new opportunities to join one of its consolidated administrative cohorts as an Administrative Assistant 3. Each cohort combines finance, HR, and on-site management functions for 3 to 8 academic departments to improve service efficiencies and reduce operational costs. These cohorts are supported by a Finance Analyst, an HR Manager, and several Department Administrative Assistants (Administrative Assistant 3s) who report to a Cohort Administrative Manager. The primary responsibility of the Department Administrative Assistants is to provide front-office support, including time schedule data entry, to cohort units. This specific recruitment is for Administrative Assistant 3s to support the Cultures, Literatures and Languages Cohort (CLLC), which includes departments such as Asian Languages and Literature, Classics, French & Italian Studies, German Studies, Language Learning Center, Middle Eastern Languages and Cultures, Scandinavian Studies, Slavic Languages and Literatures, and Spanish & Portuguese Studies. Each Administrative Assistant 3 will support up to three of these departments, ideally located in the same or proximately located buildings for efficiency.

Requirements

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.

Nice To Haves

Ability to prioritize tasks in a dynamic work environment

Responsibilities

Analyze quarterly reports detailing student credit hours, section fill rates, major and minor data.
Develop reports for Chairs to aid in future quarters’ offerings.
Manager quarterly distribution of curriculum questionnaire to faculty.
Ensure timely completion and liaise with Language Coordinators to ensure appropriate general education and major specific courses are offered.
Create and review time schedule and ensure course offerings follow the Office of the Registrar’s Learning Spaces policies (aka the Heat Map).
Coordinate with partner departments to schedule joint and withered courses while following Learning Spaces Policies.
Enter courses into the quarterly time scheduling tool per UW deadlines
Monitor Time Schedule platform during enrollment period, analyze section fill rates to ensure compliance with the College’s policy on section fill rates.
Advise Chair on adding, moving or eliminating sections.
Enter section updates as necessary.
Delegate authority to choose appropriate classroom if faculty’s first choice isn’t available
Suggest and implement alternate scheduling for classes as needed
Coordinate submissions, edit, compile/design, finalize, distribute department newsletter
Coordinate with chair to upload and send annual communications (holiday letters, etc.)
Manage department email account, forwarding messages to appropriate recipients on a daily basis
Coordinate social media posts
Upload website content as needed
Manage department’s room reservation requests
Schedule department-managed spaces
Assist with event set-up occurring within regular work hours (M-F, 8 a.m. to 5 p.m.)
Process applications for prospective graduate students
Assist admitted graduate students as they move through their degree program’s milestones
Use the Graduate School’s MyGrad tool to track and record students’ progress through their degrees
Distribute keys
Greet guests
Provide classroom support as needed
Manage travel procurement for department visitors, including letters of invitation, making travel arrangements, ordering travel services (ground transportation), processing reimbursements
Troubleshoot faculty and student reimbursement and other submissions to the Administrative Support Team
Collect & distribute mail
Maintain department's shared drive
Procure office supplies
Manage surplus
Monitor electronic check-out processes for departmental equipment including laptops, projectors, and other equipment/materials
Serve as department point of contact for building coordinators and safety personnel
Open and close department offices