Administrative Assistant 3-1

Job Description

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 new consolidated administrative cohorts as a Cohort Administrative Assistant (job class: Administrative Assistant 3).

The cohort model is new to the College. It consolidates the finance HR and on-site management functions of multiple academic units into shared services teams. Cohort teams include an HR Manager Finance Analyst and Administrative Assistant Supervisor reporting to CAS Deans Office directors. Each cohort is supported on-site by a team of Administrative Assistants who report to the Administrative Assistant Supervisor. The number of Administrative Assistants per team varies by cohort size and complexity. The primary responsibility of the Administrative Assistants is to provide logistical support including course schedule data entry graduate student admissions management and department infrastructure management. The duties covered require 100% in-person work (no remote work opportunities).

The College is now building a team of three Administrative Assistants (AA3s) to support the new Humanities 2 cohort. The departments included in the cohort are:

• English

• Cinema and Media Studies

• Linguistics

Each Administrative Assistant supports all three departments with variable office assignments depending on departmental needs task distribution and staff coverage considerations. Specific duties include:

• Course Scheduling and Support (30%)

  • Assist with the analysis of quarterly reports detailing student credit hours section fill rates major and minor data. Develop reports for Chairs to aid in future quarters offerings

  • Manage distribution and collection of curriculum questionnaire to faculty

  • Review time schedule and ensure course offerings follow the Office of the Registrars Learning Spaces policies (aka the Heat Map)

  • Enter courses into the time scheduling tool per UW deadlines

  • Manage time scheduling changes room assignments etc. ensuring that all deadlines are met while being responsive to faculty needs and requests

  • As appropriate suggest alternate scheduling for classes and execute approved changes

  • Provide add codes to instructors

  • Assist faculty with ordering course evaluations as needed

• General Support (20%)

  • Maintain department calendars

  • Maintain departments shared drive

  • Collect & distribute mail

  • Distribute keys

  • Greet and direct guests

  • Facilitate classroom support as needed

  • Manage department CTA and Procard

  • Serve as primary contact with the CAS Administrative Support Team (AST) for payment and procurement needs including non-catalog purchases honorarium and invoice payments and guest reimbursements

  • Manage travel arrangements for department visitors (distributing letters of invitation booking travel and accommodations and ordering ground transportation)

  • As needed troubleshoot for faculty submitting requests to AST for reimbursement of travel and purchase expenditures

  • Manage procurement of general office supplies

  • Facilitate event logistics (e.g. publicity RSVP lists and management invitations to donors coordinate with caterers room reservations)

  • Manage departmental room reservations (meetings seminars etc.)

  • Distribute faculty meeting schedules and agendas in accordance with open public meetings policies and rules

  • Manage the disposition of department files according to Office of Records Management retention schedules

• Graduate Student Support (15%)

  • Manage graduate student application logistics in Slate

  • Communicate with international graduate students and TAs regarding application processes language tests and visa processes

  • Assist Graduate Program Coordinators as they support graduate students moving through the degree programs milestones

  • Document and track graduate student progress to degree and assist graduate students in scheduling exams thesis defenses etc.

• Communication (15%)

  • Coordinate submissions compile finalize and distribute department newsletter

  • Coordinate with department chair to upload and send communications to alumni donors and community partners (holiday letters etc.)

  • Manage department email account forwarding messages to appropriate recipients on a daily basis

  • Coordinate social media posts as needed

  • Upload website content as needed

  • Maintain and edit departmental websites

• Facilities (10%)

  • Manage inventory and insurance audits for equipment

  • Schedule department-managed spaces

  • Facilitate surplus collection and pick-up

  • Serve as department point of contact for building coordinators and safety personnel

  • Open and close department offices

• Other support as needed (10%)

Minimum 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.

Additional Requirements

• Ability to prioritize tasks in a dynamic work environment

Compensation Benefits and Position Details

Pay Range Minimum:

Pay Range Maximum:

Other Compensation:

Benefits:

Temporary or Regular

FTE (Full-Time Equivalent):

Union/Bargaining Unit:

About the UW

Working at the University of Washington provides a unique opportunity to change lives on our campuses in our state and around the world.

UW employees bring their boundless energy creative problem-solving skills and dedication to building stronger minds and a healthier return they enjoy outstanding benefits opportunities for professional growth and the chance to work in an environment known for its diversity intellectual excitement artistic pursuits and natural beauty.

Our Commitment

The University of Washington is committed to fostering an inclusive respectful and welcoming community for all. As an equal opportunity employer the University considers applicants for employment without regard to race color creed religion national origin citizenship sex pregnancy age marital status sexual orientation gender identity or expression genetic information disability or veteran status consistent with UW Executive Order No. 81.

To request disability accommodation in the application process contact the Disability Services Office at or .

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.