Administrative Assistant 3: Social Sciences 2-1

University of Washington Medical Center•Seattle, WA

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 Administrative Assistant 3. 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 Department Administrative Assistants (Administrative Assistant 3’s). The primary responsibility of the Department Administrative Assistants is to provide front-office support, including time schedule data entry, to cohort units. The College is now recruiting Administrative Assistant 3’s to support the Social Sciences 2 Cohort. The departments included in the cohort are: Geography History Law, Societies & Justice Political Science Each Administrative Assistant 3 supports two of these departments, preferably located in the same or proximately located buildings to ensure efficiency. Specific duties include:

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.

Nice To Haves

Ability to prioritize tasks in a dynamic work environment

Responsibilities

Course Scheduling and Curricular Support (40%): Analyze quarterly reports detailing student credit hours, section fill rates, major and minor data. Develop reports for Chairs to aid in future quarters’ offerings Manager quarterly distribution of curriculum questionnaire to faulty. Ensure timely completion and liaise with Chairs to ensure appropriate general education and major specific courses are offered Create and review time schedule and ensure course offerings follow the Office of the Registrar’s Learning Spaces policies (aka the Heat Map) Coordinate with partner departments to schedule joint and withered courses while following Learning Spaces Policies. Enter courses into the quarterly time scheduling tool per UW deadlines Monitor Time Schedule platform during enrollment period, analyze section fill rates to ensure compliance with the College’s policy on section fill rates. Advise Chair on adding, moving or eliminating sections. Enter section updates as necessary Delegate authority to choose appropriate classroom if faculty’s first choice isn’t available Suggest and implement alternate scheduling for classes as needed
Communication (20%): Coordinate submissions, edit, compile/design, finalize, distribute department newsletter Coordinate with chair to upload and send annual communications (holiday letters, etc.) Manage department email account, forwarding messages to appropriate recipients on a daily basis Coordinate social media posts Upload website content as needed
Events (10%): Manage department’s room reservation requests Schedule department-managed spaces Assist with event set-up occurring within regular work hours (M-F, 8 a.m. to 5 p.m.)
Graduate Student Support (15%): Process applications for prospective graduate students Assist admitted graduate students as they move through their degree program’s milestones Use the Graduate School’s MyGrad tool to track and record students’ progress through their degrees
General Support (10%): Distribute keys Greet guests Provide classroom support as needed Manage travel procurement for department visitors, including letters of invitation, making travel arrangements, ordering travel services (ground transportation), processing reimbursements Troubleshoot faculty and student reimbursement and other submissions to the Administrative Support Team
Facilities (5%): Collect & distribute mail Maintain department's shared drive Procure office supplies Manage surplus Monitor electronic check-out processes for departmental equipment including laptops, projectors, and other equipment/materials Serve as department point of contact for building coordinators and safety personnel Open and close department offices