Administrative Assistant 3

Job Description

ADMINISTRATIVE ASSISTANT 3

Req #: 236723 Department: PHYSICS DEPARTMENT Job Location: Seattle Campus Posting Date: 07/22/2024 Closing Info: Closes On 07/29/2024 Salary: $3,664 - $4,882 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. 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 Physics Department has an outstanding opportunity for an Administrative Assistant to join their team.
POSITION PURPOSE
This position reports to the department Administrator and provides administrative support to the Administrator and Chair. The Administrative Coordinator independently manages daily operations of the Physics Department Office, prepares reports, monitors financial records, and responds to inquiries and resolves problems using substantive judgment and specialized knowledge of departmental procedures and policies. This position has significant public interaction and may be the first point of contact for visitors, faculty, staff and students. The position requires that the individual:
DUTIES AND RESPONSIBILITIES
• Manage daily operations of the Physics 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 that daily operations are running optimally, including answering phones and fielding calls; receiving packages; issuing keys to faculty, staff, students and visitors; maintaining office supply orders, equipment checkout and room reservations, coordinating pick-up of department shredding bin. (25%)
• Hire, train, supervise and manage schedules for two or three student office hourly employees staffing reception area. Supervise their work to answer phones, greet visitors, receive packages, distribute mail, issue keys, update the database, check out loaner equipment, post flyers. (15%)
• Coordinate department events: arrange a variety of events during the academic year including, Autumn all-department reception, Department Holiday Party, Spring Awards Banquet, Spring all-department barbeque and Frontier in Physics Lecture. Contact caterers, locate and reserve appropriate space, select menu, send invitations, collect payments, maintain RSVP lists and troubleshoot. (20%)
• Manage and/or monitor conference and workshop events sponsored by Physics faculty: Advise faculty of financial responsibilities, including compliance issues, allowable charges and budget restrictions. Reserve available facilities and resources. Recommend catering options. Assist with purchasing supplies and monitoring Conference Budget income and expenditures. (10%)
• Review and reconcile Procurement Card purchases for all department cardholders (35-40). Acquire source documentation from card holders, assure that the proper work-tags are assigned in the Workday. (15%)
• Use department Access database to manage staff and key databases and enter new information into tables related to keys, office assignments, personnel, telephone numbers, seminars, textbook orders etc. Run queries and reports as needed. (5%)
• Coordinate textbook ordering: each quarter work with faculty and University Bookstore in ordering and acquiring textbooks for the following quarter, request complimentary copies, distribute and collect desk copies, serve as publisher rep liaison, maintain database & library including purge of old copies/editions. (5%)
• Department key custodian: distribute keys in accordance with departmental procedures; revise forms as necessary, enter records into department database; process key deposits in accordance with department and University procedures; ensure keys are returned or renewed as necessary; retrieve overdue keys, update building access via CAMS keyless entry software. (5%)
Other related duties and special projects as assigned.
MINIMUM REQUIREMENTS
Requires High School/GED AND four years of office or administrative support experience OR equivalent education/experience.
ADDITIONAL REQUIREMENTS
• High level of proficiency with Microsoft Office products like Excel (including formulas and formatting), Word, and Outlook.
• 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.
DESIRED QUALIFICATIONS
• Experience with UW Systems

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 [email protected] .

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 .

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