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Administrative Assistant 2

Posted on January 23, 2024
SEIU 925
University of Washington
Full-time
3477.00
 - $ 
4299.00
 per month
Seattle, WA
Health insurance, Paid time off, Dental insurance, Retirement benefits, Parental leave, Life and disability insurance, Reduced tuition, Unlimited Orca Card
Applications accepted until position filled
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.

POSTION PURPOSE
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.

DUTIES AND RESPONSIBILITIES

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%)

    MINIMUM REQUIREMENTS

  • 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.

    DESIRED QUALIFICATIONS

  • 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.

Committed to attracting and retaining a diverse staff, the University of Washington will honor your experiences, perspectives and unique identity. Together, our community strives to create and maintain working and learning environments that are inclusive, equitable and welcoming.

The University of Washington is an affirmative action and equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, gender expression, national origin, age, protected veteran or disabled status, or genetic information.

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.

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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