Administrative Assistant 2

Posted on January 22, 2024
SEIU 925
University of Washington
 - $ 
 per month
Seattle, WA
Applications accepted until position filled
Req #: 229436
Job Location: Seattle Campus
Posting Date: 12/18/2023
Closing Info: Open Until Filled
Salary: $3477.00 – $4299.00 per month
Other Compensation:
Union Position: Yes
Shift: First Shift
Benefits: As a UW employee, you will enjoy generous benefits and work/life programs. For a complete description of our benefits for this position, please visit our website, click here.

Although open until filled, applications received by January 7, 2024 will be given priority.

As a UW employee, you have a unique opportunity to change lives on our campuses, in our state and around the world. UW employees offer their boundless energy, creative problem-solving skills and dedication to build stronger minds and a healthier world. UW faculty and staff also enjoy outstanding benefits, professional growth opportunities and unique resources in an environment noted for diversity, intellectual excitement, artistic pursuits and natural beauty.

The Materials Science & Engineering Department has an outstanding opportunity for an Administrative Assistant 2.  This position will provide administrative, fiscal, and event support for up to three high-profile research faculty members.  It requires a high degree of personal initiative, strong communication and organizational skills, high work standards, and an active interest in providing strong customer service.  This position will frequently communicate on behalf of faculty members with senior management; faculty, staff, colleagues at other universities or national labs; representatives of funding agencies; and officials from professional organizations, business, industry, and government outside the university.


Administrative Support (70%)

  • Serve as the principal assistant to up to three faculty members.
  • Support special initiatives for faculty, developing new processes, forms, and communications (e.g., new committees, student opportunities, international programs).
  • Maintain faculty calendars and coordinate and schedule meetings with keen attention to duration, transportation time, and advance preparation time required.
  • Keep faculty apprised of meeting dates and appointments, and ensure necessary supporting materials are provided in a timely manner.
  • Take notes at meetings as requested and ensure follow-up on action items.
  • Issue reminders and notifications of important commitments and ensure all official obligations are met.
  • Communicate on behalf of the faculty with representatives from the Deans’ Office, the Chair, and external partners.
  • Resolve problems and respond to inquiries regarding rules, regulations, policies, and department and university procedures.
  • Make travel arrangements and arrange itineraries for faculty, working independently with travel agencies and other staff to assure that necessary arrangements are completed and billed in an appropriate and timely manner according to policy.
  • Prepare & submit travel and purchase reimbursement requests for faculty and their visitors.
  • Submit purchase requests on behalf of the faculty.

    Event Coordination (15%)

  • Coordinate, organize, and provide administrative support for special meetings and events as requested by faculty.
  • Reserve rooms; arrange food or catering; and coordinate equipment, A/V support, and materials.
  • Help clean-up after events, returning furniture, supplies, refreshments, and other leftovers to permanent storage.
  • Approve facilities use requests and ensure compliance with food safety and alcohol licensing requirements at meetings and special events.
  • Develop agendas and draft invitations, reports, surveys, and other professional correspondence, which often contain confidential or sensitive information.

    Fiscal Support (10%)

  • Track and maintain records for faculty members’ expenditures and revenue.
  • Create financial reports for faculty as requested.

    Other duties as assigned (5%)


  • High School/ GED AND Two years of Office or Administrative Support experience OR an equivalent combination of education and/or experience.
  • Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration.


  • Demonstrated strong computer skills in email and MS Office Suite products.
  • Excellent communication skills and the ability to work well with diverse populations across various media.
  • Demonstrated “service” orientation.
  • Ability to accommodate sudden changes in priorities and assignments.
  • Collaborative, team-oriented mindset.
  • Ability to manage and independently prioritize multiple tasks, ensuring that goals are met, and projects are completed in a timely manner.
About the employer: University of Washington

The UW is one of the world’s preeminent public universities. Our impact on individuals, our region and the world is profound — whether we are launching young people into a boundless future or confronting the grand challenges of our time through undaunted research and scholarship. Ranked No. 7 in the world on the U.S. News & World Report’s Best Global Universities rankings, the UW educates more than 54,000 students annually. We turn ideas into impact and transform lives and our world. For more about our impact, visit our news site, UW News.

About your union: SEIU 925

SEIU 925 unites 17,000 people in Washington who work in education from early learning through higher education, as well as members who work in local government and nonprofits. We work together to provide quality education for children and students, to ensure that education remains a state priority, and to strengthen our workforce. We provide quality public services to our communities across the state. The mission of SEIU 925 is to win political and economic power for working people to advance the well-being of our members, their families and all working people by developing leaders who are a voice for change in the workplace and solidarity in our communities.

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