Administrative Assistant Supervisor

Job Description

ADMINISTRATIVE ASSISTANT SUPERVISOR

Req #: 240450 Department: WASHINGTON STATE ATTORNEY GENERAL'S OFFICE Job Location: Seattle Campus Job Location Detail: Hybrid; work location is the UW Tower Posting Date: 10/30/2024 Closing Info: Closes On 11/06/2024 Salary: $4,320 - $5,809 per month Other Compensation: Union Position: Yes Limited Recruitment: Open to UW Employees only
If you are a UW employee and would like to be considered for this position, please login to your UW employee profile to apply. 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 Washington State Attorney General's Office has an outstanding opportunity for a Administrative Assistant Supervisor (NE S SEIU 925 Supv) to join their team.
The Washington State Attorney General's Office (“AGO”) provides excellent, independent, and ethical legal services to the State of Washington and protects the rights of its people. The AGO's employees, in approximately 30 divisions and units located in 12 cities across the state, provide legal services to more than 230 state agencies, boards and commissions, and colleges and universities, as well as to the Legislature and the Governor. The AGO values diversity and recognizes that a workforce composed of employees with different backgrounds and experiences creates an inclusive work environment, strengthens positive relationships with the local community, and brings new perspectives and approaches to fulfill its mission. For more information about the AGO, you can review the Office's Annual Report, which can be found HERE.
The University of Washington Division of the AGO (“Division”) provides comprehensive legal services to the University of Washington (“UW”), which operates three campuses (Seattle, Tacoma, and Bothell) and a large medical enterprise. UW enrolls more than 60,000 undergraduate, graduate, and professional students, employs over 45,000 faculty and staff, and is ranked among the best higher education research institutions in the country. The Division’s office is located in the University District in Seattle.
The Division is comprised of 20 assistant attorneys general (“AAGs”), who are organized into three teams (General Practice, Employment, and Healthcare), and 10 support personnel. The Division provides legal advice and representation across a variety of specialized areas related to UW’s broad array of operations and activities, including healthcare, employment law, labor relations, student affairs, admissions, real estate, compliance and risk services, ADA, Title IX, business law, intercollegiate athletics, public finance, bonds, intellectual property, tax, benefits, IT, gifts and trusts, and constitutional law.
POSITION DESCRIPTION
The position we seek to fill is the Administrative Assistant Supervisor. This position supports the Division’s Administrative Operations Manager (“AOM”) by performing duties as assigned by the AOM who manages all administrative functions of the Division, including its overall daily operations. The areas in which the Administrative Assistant Supervisor may provide support include, but are not limited to, front desk operations, division budgets, payroll, and building operations. The Administrative Assistant Supervisor also supervises other employees – potentially including an administrative assistant, a records analyst, and part-time student assistants.
DUTIES AND RESPONSIBILITIES
Reception:

Responsible for all front desk operations and activities, including receiving visitors, answering multi-line telephone system, and processing incoming and outgoing mail for the office.

Trains administrative assistant and student assistants in security screening for all visitors, scheduling conference rooms and meetings, and tracking deliveries and other time-sensitive arrangements.
Supervision and Management:

Supervises the administrative assistant, records analyst, and part-time student assistants.

Oversees work of the administrative assistant, who helps with front desk coverage and provides office support to the legal assistants/secretaries and the AAGs, and the records analyst, who is responsible for record retention, archiving, and basic IT troubleshooting.

With regard to with the part-time student assistants, works with UW student employment program to solicit student assistant applicants, and oversees selection, interviewing, and hiring of student assistant candidates.

Trains student assistants on reception desk procedures, creates student work schedules to provide needed coverage, and reviews and approves student time sheets.

Keeps staff informed of schedule changes and potential coverage problems.

For all employees being supervised, conducts regular evaluations, provides ongoing and constructive feedback. Note: not all of these supervised roles may be filled at any given time, and these duties will vary accordingly.
Administration:

Directs and/or supports activities in relation to the Division’s established strategic goals and objectives including researching, collecting, and preparing information and reports.

Coordinates special projects as assigned by AOM, including those related to budget, payroll, and facilities.

Attends safety, building management, and other meetings as Division representative.

Assists with planning office events.

Reviews AGO and UW policies.
Office Operations and Facilities:

Updates and maintains office manuals, reception desk instructions, orientation binder, and confidentiality policies and procedures.

Assists with the emergency “Continuation of Operations Plan” and updates other emergency procedures.

Oversees all facilities requests and is the primary Division contact for UW Tower communications.

Serves as the Division’s UW Tower Floor Coordinator and attends monthly meetings.

Other duties as assigned.
Budget and Purchasing:

Assists AOM in development of the Division’s budgets and contracts and monitoring compliance with UW and AGO policies, as well as applicable laws and regulations.

Assists the AOM with expenditure audits and monitoring budgets to ensure alignment with budgeting requirements and approved expenditures, including those related to equipment, supplies, and facility costs.

Assists, as needed, with invoicing, SAAG billing, and travel reimbursements through Workday and TEMS.
Payroll and Leave Coordinator:

Serves as primary Payroll and Leave Coordinator for the Division, and ensures that deadlines are met and timesheets and leave are entered promptly into Workday and AGO systems.
Onboarding and Training Staff:

Coordinates and helps with orientation and onboarding of new employees.

Reviews and helps track completion of required AGO and UW trainings by all staff.
Public Records and Legal Processes:

Oversees the preparation and distribution of the weekly Critical Event Calendars.

Coordinates the receipt and routing of lawsuits ,when needed.

Coordinates the distribution and tracking of Division public records requests, and constituent correspondence.
MINIMUM QUALIFICATIONS
Requires High School/GED AND five years of office or administrative support experience to include one year of experience as a lead or supervisor OR an equivalent combination of education and experience.
DESIRED

Prior experience working in a public law office

Intermediate experience with Microsoft Outlook calendaring and email and with Word and Excel

Experience with Workday

Front desk experience

Excellent communication and organization skills

Attention to detail

Four-year college degree.

Knowledge of University of Washington and/or Washington State Attorney General’s Office systems and procedures

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 .

Open to UW Employees only
If you are a UW employee and would like to be considered for this position, please login to your UW employee profile to apply.