Administrative Services Supervisor

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 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 concert with department chairs and faculty CAS Deans Office leaders and the Administrative Support Team each cohort will be supported by a Finance Analyst an HR Manager and several Administrative Assistant 3s (AA3s) reporting to an Administrative Assistant Supervisor. The 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 AA3s work assignments to ensure coverage for on-site communication event facilities course scheduling graduate student support and reception needs.

The College is now recruiting an Administrative Assistant Supervisor to support four Social Sciences and three Humanities departments as follows:

Social Science 2 Cohort:

• Department of Geography

• Department of History

• Department of Law Societies & Justice

• Department of Political Science

Humanities 2 Cohort:

• Department of Cinema and Media Studies

• Department of English

• Department of Linguistics

The Administrative Assistant Supervisor oversees a total of six AA3s (3 per cohort). Specific duties include:

• AA3 Supervision (20%)

  • Working closely with Department Chairs and the Director of Shared Services recruit hire onboard and mentor six Administrative Assistant 3s

  • Working in close consultation with Department Chairs conduct weekly one-on-one meetings with each AA3 to review workload victories challenges performance and professional development

  • In close consultation with Department Chairs conduct annual AA3 performance reviews

  • Lead performance management actions as needed

• AA3 Team and Workload Management (35%)

  • Serve as hiring manager for AA3 recruitments

  • In consultation with other cohorts Administrative Assistant Supervisors create a detailed onboarding plan for AA3s

  • In consultation with other cohorts Administrative Assistant Supervisors manage permissions for AA3 access to over 15 discreet software applications and facilitate training in each system as necessary

  • Facilitate AA3 access to department email and intradepartmental communications

  • Create primary department assignments for each AA3

  • Assist AA3s in troubleshooting and prioritizing faculty and student requests including reimbursements and other submissions to the Administrative Support Team

  • Conduct daily huddles with the AA3 team to check workload and address issues as they arise

  • Foster a team culture in which all AA3s actively engage in peer-to-peer training and support

  • Create and manage a system by which AA3s flex department assignments to cover for absences workload and other contingencies

  • Provide on-site support when no AA3 is available to flex departments

• Department Chair Support (20%)

  • Establish and maintain a cadence of biweekly meetings with each department chair to review upcoming deadlines and special projects

  • Assist Department Chair in addressing urgent issues as they occur

  • Assist Department Chair faculty and AA3s in onboarding new academic and student employees as requested

• Curriculum Planning Support (10%)

  • Support department Chair and AA3s in logistics of planning quarterly curricula as needed

  • Together with AA3 coordinate time scheduling for joint and withered courses

  • Assist AA3 with unanticipated course schedule changes as needed

• General (15%)

  • Meet regularly with Director of Shared Services and other Administrative Assistant Supervisors to develop and assess strategies processes and policies

  • Assist Director of Shared Services in onboarding and training new cohort Administrative Support Supervisors and AA3s

  • Additional projects as assigned

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.

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.