Administrative Assistant

Job Description

The College of Arts and Sciences has an outstanding opportunity for Administrative Assistant 3 to join their team.

 

Each cohort combines the finance, HR, and onsite management functions of between 3-8 academic departments to achieve operational excellence and promote service  efficiencies. In concert with department chairs and faculty, CAS Dean’s Office leadership, and the Administrative Support Team (AST), each cohort will be supported by a Finance Analyst, an HR Manager, an Administrative Assistant Supervisor, and a team of Administrative Assistant 3s. The primary responsibility of the Administrative Assistant 3s is to provide front office and general administrative support to the chair, departmental staff, faculty, and students of their primary departments.

 

The College is now recruiting one (1) Administrative Assistant 3 to support the Humanities One cohort. The departments supported in this cohort include:

• Asian Languages and Literature

• Classics

• French & Italian Studies

• German Studies

• Middle Eastern Languages and Cultures

• Scandinavian Studies

• Slavic Languages and Literatures

• Spanish & Portuguese Studies

 

Each Administrative Assistant 3 primarily supports 1-2 of these departments, while contributing to the cohort administrative assistant team overall. The Administrative Assistant 3 reports to the Administrative Operations Supervisor.

Key Responsibilities

Course Scheduling and Curricular Support (30%)

• Assist with the analysis of quarterly reports detailing student credit hours, section fill rates, major and minor data. Develop reports for Chairs to aid in future quarters’ offerings.
• Under the direction of the chair and/or curriculum head(s), collect faculty course plans for the academic year.
• Enter courses into the quarterly time scheduling tool per UW deadlines.

• Review time schedule and ensure course offerings follow the Office of the Registrar’s Learning Spaces policies (aka the “Heat Map”).
• As appropriate, suggest alternate scheduling or classrooms for courses and execute approved changes.
• Manage time scheduling changes, room assignments, etc., ensuring that all deadlines are met while being responsive to faculty needs and requests.

• Act as a primary liaison between the departments, Time Schedule office and Office of the Registrar.

 

Events (25%)

• Manage event reservation requests.

• Coordinate event logistics and communications under the direction of department chair and/or faculty event lead.

• Schedule department-managed spaces.

• Assist with event set-up occurring within regular work hours (M-F, 8 a.m. to 5 p.m.).

• Under leadership of department chair and/or event lead, plan and execute department commencement activities.

 

General Support (15%)

• Reception tasks such as greeting visitors, answering phones, mail collection, etc.

• Manage department email account(s), forwarding messages to appropriate recipients daily.

• Collect and maintain department disposition logs. Assist in the correct disposal of documents.

• Route classroom issues (A/V, access, facilities) to relevant services as needed.

• Maintain department's shared drive.

• Serve as the primary records manager for the department

• Procure office supplies and management of department ProCard and CTA card.

 

Communication (15%)

• Coordinate submissions, edit, compile/design, finalize, distribute department newsletter.

• Coordinate with chair to upload and send annual communications (holiday letters, etc.).
• Coordinate social media posts.
• Upload website content as needed.

 

Travel, Reimbursement, and Payment Support (10%)

• Coordinate travel procurement for department visitors, including letters of invitation, making travel arrangements, ordering travel services (ground transportation), and processing reimbursements.

• Provide support for faculty and student reimbursements, purchase orders, honoraria, guest service payments, and other submissions to the Administrative Support Team (AST), including troubleshooting issues and coordinating processing as needed.

 

Facilities & Equipment Management (5%)

• Distribute keys and manage departmental key log or tracking software.

• Manage surplus in conjunction with the building coordinator.

• Monitor electronic check-out processes for departmental equipment including laptops, projectors, and other equipment/materials; includes asset tracking and management of items as needed

• Serve as a department point of contact for building coordinators and safety personnel.

• Open and close department offices.

 

Required Qualifications

To be considered for this opportunity, your application must demonstrate that you meet both the minimum qualifications and additional qualifications listed below. Equivalent education and/or experience may substitute for minimum qualifications except when there are legal requirements, such as a license, certification, and/or registration.

 

Minimum Qualifications

• High School/GED AND three years of office or administrative support experience.
• Applicants who do not meet these qualifications WILL NOT be forwarded to the Hiring Manager.

 

Preferred Qualifications

• Ability to prioritize tasks in a dynamic work environment

• Ability to work independently and in an environment of changing priorities and/or ambiguity

• Experience in higher education administration.

• Experience supporting multiple departments or units in a shared services environment.

• Strong organizational, analytical, and problem-solving skills.

• Excellent written and verbal communication skills.

 

Working Conditions

• Work location is on the main campus in Seattle, WA.

• Work hours are 8am-5pm, Monday – Friday.

• Work is performed 100% onsite/in-person.

Compensation, Benefits and Position Details

Pay Range Minimum:

$48,396.00 annual

Pay Range Maximum:

$64,740.00 annual

Other Compensation:

-

Benefits:

For information about benefits for this position, visit https://www.washington.edu/jobs/benefits-for-uw-staff/

Shift:

First Shift (United States of America)

Temporary or Regular?

This is a regular position

FTE (Full-Time Equivalent):

100.00%

Union/Bargaining Unit:

SEIU Local 925 Nonsupervisory

About the UW 

Working at the University of Washington provides a unique opportunity to change lives – on our campuses, in our state and around the world.  

UW employees bring their boundless energy, creative problem-solving skills and dedication to building stronger minds and a healthier world. In return, they enjoy outstanding benefits, opportunities for professional growth and the chance to work in an environment known for its diversity, intellectual excitement, artistic pursuits and natural beauty. 

Our Commitment 

The University of Washington is committed to fostering an inclusive, respectful and welcoming community for all. As an equal opportunity employer, the University considers applicants for employment without regard to race, color, creed, religion, national origin, citizenship, sex, pregnancy, age, marital status, sexual orientation, gender identity or expression, genetic information, disability, or veteran status consistent with UW Executive Order No. 81.

To request disability accommodation in the application process, contact the Disability Services Office at 206-543-6450 or dso@uw.edu. 

Applicants considered for this position will be required to disclose if they are the subject of any substantiated findings or current investigations related to sexual misconduct at their current employment and past employment. Disclosure is required under Washington state law.