Administrative Assistant (Temporary)
About The Position
The division of Planning & Administration has an outstanding opportunity for a temporary Administrative Assistant (Administrative Assistant 2 (NE S SEIU 925 Non Supv)) to join their team. Reporting to the Executive Assistant to the Vice Chancellor for Planning & Administration, the Administrative Assistant 2 provides independent, comprehensive administrative support to the Office of the Vice Chancellor and to units within the Planning & Administration division. This position supports day-to-day operations by coordinating administrative processes, assisting with fiscal and procurement activities, maintaining records and communication tools, and providing logistical support for meetings, programs, and events in accordance with University and campus policies. This is a temporary position expected to last approximately six months. Extension of this position is based on business needs.
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.
- Applicants who do not meet these qualifications WILL NOT be forwarded to the Hiring Manager.
Nice To Haves
- Demonstrated attention to detail and accuracy.
- Ability to work independently, prioritize work, and meet deadlines.
- Strong organizational, time management, and problem-solving skills.
- Effective written and verbal communication skills and the ability to work collaboratively with individuals from diverse backgrounds and at all levels of the organization.
- Intermediate proficiency with Microsoft Office applications and SharePoint.
- Knowledge of UW fiscal, travel, and procurement policies and procedures.
- Experience using Workday Finance or similar financial systems.
Responsibilities
- Provide independent administrative support to the Office of the Vice Chancellor for Planning & Administration (VCPA) and divisional units.
- Coordinate and support routine administrative processes and workflow.
- Route and respond to inquiries to our division inbox and phone line.
- Schedule meetings for the VCPA and senior leadership under the direction of the Executive Assistant to the VCPA.
- Provide logistical and administrative support for meetings and events, including scheduling, reserving spaces, arranging technology and catering, and completing required approval forms.
- Provide on-site meeting and event support as needed, including set-up, clean-up, and note-taking.
- Support divisional recognition and appreciation activities, including compiling nomination materials, ordering awards, preparing certificates, and sending communications.
- Purchase office supplies and materials in accordance with University purchasing guidelines.
- Prepare reimbursement requests and supporting documentation; submit reimbursement claims and track status through completion.
- Apply UW and UW Bothell policies and procedures related to travel, reimbursements, purchasing, and procurement to support fiscal compliance.
- Coordinate with staff, vendors, and central offices to resolve fiscal, purchasing, or payment-related issues.
- Participate in required fiscal and travel meetings and trainings.
- Perform administrative projects and related duties as assigned to support divisional priorities.
- Update and maintain Planning & Administration division SharePoint sites, ensuring accuracy, consistency, and accessibility.
- Assist with the creation, organization, and ongoing maintenance of SharePoint sites; provide basic guidance and training to designated staff.
- Support divisional outreach and internal communications, including newsletters and informational sessions.
- Review documents and communication materials to ensure accessibility standards are met and assist with remediation as needed prior to distribution.
- Maintain organized electronic records related to budgets, purchasing, procurement cards, travel, and reimbursements in accordance with University records retention, scanning, and disposal policies.
- Support compliance with applicable UW and campus policies through accurate documentation and recordkeeping practices.
- Perform other duties as assigned in support of the Planning & Administration division.
Benefits
- For information about benefits for this position, visit https://www.washington.edu/jobs/benefits-for-temporary-per-diem-and-less-than-half-time/
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What This Job Offers
Job Type
Full-time
Career Level
Entry Level
Education Level
High school or GED
