Administrative Services Supervisor

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 Supervisor. Each cohort combines the finance, HR, and on-site management functions of between 3 and 8 academic departments to achieve service efficiencies and reduce operational costs. In concert with department chairs and faculty, CAS Dean’s Office leaders, and the Administrative Support Team, each cohort will be supported by a Finance Analyst, an HR Manager, and several Administrative Assistant 3’s (AA3s) reporting to an Administrative Assistant Supervisor. The Administrative Assistant Supervisor reports to the College Director of Shared Services and is responsible for maintaining the highest standards of support to each cohort department, managing AA3s’ work assignments to ensure coverage for on-site communication, event, facilities, course scheduling, graduate student support and reception needs. The College is now recruiting an Administrative Assistant Supervisor to support four Social Sciences and three Humanities departments, as follows: Social Science 2 Cohort: Department of Geography Department of History Department of Law, Societies & Justice Department of Political Science Humanities 2 Cohort: Department of Cinema and Media Studies Department of English Department of Linguistics The Administrative Assistant Supervisor oversees a total of six AA3s (3 per cohort).

Requirements

High School/GED AND five years of office or administrative support experience to include one year of experience as a lead or supervisor.
Equivalent education and/or experience may substitute for minimum qualifications except when there are legal requirements, such as a license, certification, and/or registration.
Ability to prioritize tasks in a dynamic work environment

Responsibilities

AA3 Supervision (20%) Working closely with Department Chairs and the Director of Shared Services, recruit, hire, onboard and mentor six Administrative Assistant 3’s
Working in close consultation with Department Chairs, conduct weekly one-on-one meetings with each AA3 to review workload, victories, challenges, performance and professional development
In close consultation with Department Chairs, conduct annual AA3 performance reviews
Lead performance management actions as needed
AA3 Team and Workload Management (35%) Serve as hiring manager for AA3 recruitments
In consultation with other cohorts’ Administrative Assistant Supervisors, create a detailed onboarding plan for AA3s
In consultation with other cohorts’ Administrative Assistant Supervisors, manage permissions for AA3 access to over 15 discreet software applications and facilitate training in each system as necessary
Facilitate AA3 access to department email and intradepartmental communications
Create primary department assignments for each AA3
Assist AA3s in troubleshooting and prioritizing faculty and student requests, including reimbursements and other submissions to the Administrative Support Team
Conduct daily huddles with the AA3 team to check workload and address issues as they arise
Foster a team culture in which all AA3s actively engage in peer-to-peer training and support
Create and manage a system by which AA3s flex department assignments to cover for absences, workload and other contingencies
Provide on-site support when no AA3 is available to flex departments
Department Chair Support (20%) Establish and maintain a cadence of biweekly meetings with each department chair to review upcoming deadlines and special projects
Assist Department Chair in addressing urgent issues as they occur
Assist Department Chair, faculty, and AA3’s in onboarding new academic and student employees, as requested
Curriculum Planning Support (10%) Support department Chair and AA3’s in logistics of planning quarterly curricula, as needed
Together with AA3, coordinate time scheduling for joint and withered courses
Assist AA3 with unanticipated course schedule changes as needed
General (15%) Meet regularly with Director of Shared Services and other Administrative Assistant Supervisors to develop and assess strategies, processes and policies
Assist Director of Shared Services in onboarding and training new cohort Administrative Support Supervisors and AA3s
Additional projects as assigned