Administrative Assistant 3

Job Description

ADMINISTRATIVE ASSISTANT 3

Req #: 213985 Department: PHARMACEUTICS Job Location: Health Sciences Center, Seattle Campus Posting Date: 10/24/2022 Closing Info: Closes On 11/07/2022 Salary: $3,420 - $4,558 Union Position: Yes Shift: First Shift Notes: 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. 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 University of Washington School of Pharmacy is ranked nationally in the top schools of Pharmacy. At the School of Pharmacy, we are committed to educating the next generation of leaders in pharmacy, pharmaceutical research and health care – while seeking to ensure the safe, rational and cost-effective use of medicines.
The School of Pharmacy Department of Pharmaceutics is seeking outstanding candidates for the position of Administrative Assistant 3.
Responsibilities:
General Office Support

Manage daily operations of the Department Office: Under general direction of the Administrator, establish procedures for and interpret and apply administrative policies to the work of the department office.

Ensure daily operations are running optimally, including answering phones and fielding calls; receiving packages; issuing keys; update building access via CAMS keyless entry software; maintaining office supply orders, equipment checkout and room reservations, coordinating pick-up of department shredding bin.

Coordinate office moves and surplus procedures, working with UW facilities and physical plant to coordinate maintenance and repair.

Maintain confidential documents and files according to established retention guidelines.

Complete departmental credit card transactions including to charge authorized expenses, maintain required documentation, and reconcile cardholder account on PaymentNet.

Distribute postal mail to Department staff, faculty, and students.

Maintain departmental phone list, directory, and mailman accounts.

Manage department equipment inventory lists in OASIS.

Schedule departmental meetings and serve as the primary contact for the Department’s Conference Room.

Provide support for Departmental Events including but not limited to: room reservations, advertising, logistics, and coordination.

Participate in and advise process improvement efforts.

Assist department Administrator and Chair with special projects as assigned.
Fiscal Operations

Responsible for coordinating and assisting with departmental purchases through eProcurement and Procard.

Review and reconcile Procurement Card purchases for all department cardholders. Acquire source documentation from card holders, assure that the proper budget numbers and object and project codes are assigned in the PaymentNet system. Maintain file of card holder visa card statements.

Provide administrative support for travel purchasing and arrangements.

Support Ariba procurement modules for eTravel, eReimbursement, BPO’s, Non-PO Invoices, P2I, etc. in compliance with federal, State, University, and department procurement regulations, policies, and procedures.

Assist with reconciliation of monthly financial reports for state and self-sustaining budgets using Financial Desktop. Review source documents, request missing documentation and clear old encumbrances. Under general direction of Administrator, JV incorrect charges on budgets.

Participate in the transition to Workday-Finance.
Requirements:
High School/GED and four years of office or administrative support experience or equivalent education/experience.
Additional Requirements:

Demonstrated proficiency with Microsoft Office applications (Outlook, Excel, Word, PowerPoint, SharePoint, etc.), Zoom and other teleconferencing technologies, Adobe reader. Comfort in learning and using technology and technological applications to assist in project management, event management, cloud sharing, and more.

High level of communication skills, both verbal and written.

Excellent customer service.

High level of organizational skills with attention to detail and a strong ability to multi-task and prioritize.

Excellent writing, editing, and proofreading skills.

Proven ability to handle confidential information with a high degree of tact, judgment, discretion and diplomacy.

Positive team player who can remain flexible in changing situations and take initiative as needed.

Ability to balance the demands of pressing, immediate tasks with the follow-through necessary for long-term projects.

Demonstrated commitment to diversity and equity and ability to form productive working relationships with students, staff, and faculty from diverse backgrounds.
Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration.
Application Process:
The application process for UW positions may include completion of a variety of online assessments to obtain additional information that will be used in the evaluation process. These assessments may include Workforce Authorization, Cover Letter and/or others. Any assessments that you need to complete will appear on your screen as soon as you select “Apply to this position”. Once you begin an assessment, it must be completed at that time; if you do not complete the assessment you will be prompted to do so the next time you access your “My Jobs” page. If you select to take it later, it will appear on your "My Jobs" page to take when you are ready. Please note that your application will not be reviewed, and you will not be considered for this position until all required assessments have been completed.

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 .

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 a leader in environmental stewardship & sustainability , and committed to becoming climate neutral.

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 [email protected] .

COVID-19 VACCINATION REQUIREMENT

Employees of the University of Washington are required to be fully vaccinated against COVID-19 unless a medical or religious exemption is approved. Being fully vaccinated means that an individual is at least two weeks past their final dose of an authorized COVID-19 vaccine regimen. As a condition of employment, newly hired employees will be required to provide proof of their COVID-19 vaccination. View the Final candidate guide to COVID-19 vaccination requirement webpage for information about the medical or religious exemption process for final candidates.

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