Cohort Administrative Assistant Supervisor

Job Description

COHORT ADMINISTRATIVE ASSISTANT SUPERVISOR

Req #: 247711 Department: COLLEGE OF ARTS AND SCIENCES Job Location: Seattle Campus Job Location Detail: Hybrid Eligible Posting Date: 07/16/2025 Closing Info: Closes On 07/30/2025 Salary: $4,677 - $6,290 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 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 an Administrative Assistant Supervisor.
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) reporting to a Cohort Administrative Assistant Supervisor (Administrative Assistant Supervisor). The Cohort Administrative Assistant Supervisor reports to the College Director of Shared Services and is responsible for maintaining the highest standards of support to each cohort department, managing Department Administrative Assistants’ work assignments to ensure coverage for on-site communication, event, facilities, course scheduling, graduate student support and reception needs.
POSITION PURPOSE
The College is now recruiting an Administrative Assistant Supervisor to support the Cultures, Literatures and Languages Cohort (CLLC) as the Cohort Administrative Administrative Supervisor. The departments included in the cohort are:

Asian Languages and Literature

Classics

French & Italian Studies

German Studies

Language Learning Center

Middle Eastern Languages and Cultures

Scandinavian Studies

Slavic Languages and Literatures

Spanish & Portuguese Studies
The CLLC Cohort Administrative Assistant Supervisor oversees a team of five Department Administrative Assistants (DAA’s). Each DAA supports up to three cohort departments, preferably located in the same or proximately located buildings to ensure efficiency. Specific duties include:
DUTIES AND RESPONSIBILITIES
DAA Supervision

Working closely with Department Chairs and the Director of Shared Services, recruit, hire, onboard and mentor five Administrative Assistant 3’s (Department Administrative Assistants or DAA’s)

Working in close consultation with Department Chairs, conduct weekly one-on-one meetings with each DAA to review workload, victories, challenges, performance and professional development

In close consultation with Department Chairs, conduct annual DAA performance reviews
DAA Team and Workload Management

Create primary department assignments for each DAA

Conduct daily huddles with the DAA team to check workload and address issues as they arise

Create and manage a system by which DAA’s flex department assignments to cover for absences, workload and other contingencies

Provide on-site support when no DAA is available to flex departments
Department Support

Assist DAA to troubleshoot faculty and student reimbursement and other submissions to the Administrative Support Team

Work closely with faculty to manage department event budgets

Assist faculty and DAA as needed with event logistics

Manage department blanket purchase orders and other contracts
Department Chair Support

Meet weekly with Department Chair to discuss department needs, DAA performance, risk management, policy questions, etc.

Assist Department Chair to address urgent issues as they occur

Assist Department Chair, faculty, and DAA to onboard new academic and student employees
Curriculum Planning Support

Work with College and University Curriculum office to facilitate curricular changes and new course review/approval
General

Meet regularly with Director of Shared Services to develop and assess strategies, processes and policies

Additional projects as assigned
While we value the focus and comfort that remote work can afford, we also thrive on the inspiration and comradery that comes from working together on campus. We therefore have established two standard work schedules for our team members. You may choose to work in the office throughout the week, or you may request to work remotely up to two days per week (specific days to be determined).
MINIMUM REQUIREMENTS

High School/GED AND five years of office or administrative support experience to include one year of experience as a lead or supervisor.
DESIRED QUALIFICATIONS

Ability to prioritize tasks in a dynamic work environment

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.