Administrative Assistant 3-1

University of Washington Medical Center•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 new, consolidated administrative cohorts as a Cohort Administrative Assistant (job class: Administrative Assistant 3). The cohort model is new to the College. It consolidates the finance, HR, and on-site management functions of multiple academic units into shared services teams. Cohort teams include an HR Manager, Finance Analyst, and Administrative Assistant Supervisor reporting to CAS Dean’s Office directors. Each cohort is supported on-site by a team of Administrative Assistants who report to the Administrative Assistant Supervisor. The number of Administrative Assistants per team varies by cohort size and complexity. The primary responsibility of the Administrative Assistants is to provide logistical support, including course schedule data entry, graduate student admissions management, and department infrastructure management. The duties covered require 100% in-person work (no remote work opportunities). The College is now building a team of three Administrative Assistants (AA3s) to support the new Humanities 2 cohort. The departments included in the cohort are: English Cinema and Media Studies Linguistics Each Administrative Assistant supports all three departments, with variable office assignments depending on departmental needs, task distribution, and staff coverage considerations.

Requirements

High School/GED AND three 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.
Ability to prioritize tasks in a dynamic work environment

Responsibilities

Course Scheduling and 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 Manage distribution and collection of curriculum questionnaire to faculty Review time schedule and ensure course offerings follow the Office of the Registrar’s Learning Spaces policies (aka the Heat Map) Enter courses into the time scheduling tool per UW deadlines Manage time scheduling changes, room assignments, etc., ensuring that all deadlines are met while being responsive to faculty needs and requests As appropriate, suggest alternate scheduling for classes and execute approved changes Provide add codes to instructors Assist faculty with ordering course evaluations as needed
General Support (20%) Maintain department calendars Maintain department's shared drive Collect & distribute mail Distribute keys Greet and direct guests Facilitate classroom support as needed Manage department CTA and Procard Serve as primary contact with the CAS Administrative Support Team (AST) for payment and procurement needs, including non-catalog purchases, honorarium and invoice payments, and guest reimbursements Manage travel arrangements for department visitors, (distributing letters of invitation, booking travel and accommodations, and ordering ground transportation) As needed, troubleshoot for faculty submitting requests to AST for reimbursement of travel and purchase expenditures Manage procurement of general office supplies Facilitate event logistics (e.g. publicity, RSVP lists and management, invitations to donors, coordinate with caterers, room reservations) Manage departmental room reservations (meetings, seminars, etc.) Distribute faculty meeting schedules and agendas in accordance with open public meetings policies and rules Manage the disposition of department files according to Office of Records Management retention schedules
Graduate Student Support (15%) Manage graduate student application logistics in Slate Communicate with international graduate students and TA’s regarding application processes, language tests, and visa processes Assist Graduate Program Coordinators as they support graduate students moving through the degree program's milestones Document and track graduate student progress to degree and assist graduate students in scheduling exams, thesis defenses, etc.
Communication (15%) Coordinate submissions, compile, finalize, and distribute department newsletter Coordinate with department chair to upload and send communications to alumni, donors and community partners (holiday letters, etc.) Manage department email account, forwarding messages to appropriate recipients on a daily basis Coordinate social media posts as needed Upload website content as needed Maintain and edit departmental websites
Facilities (10%) Manage inventory and insurance audits for equipment Schedule department-managed spaces Facilitate surplus collection and pick-up Serve as department point of contact for building coordinators and safety personnel Open and close department offices
Other support as needed (10%)