Administrative Assistant 3 Social Sciences 2-1

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 consolidated administrative cohorts as Administrative Assistant 3.

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 Department Administrative Assistants (Administrative Assistant 3s). The primary responsibility of the Department Administrative Assistants is to provide front-office support including time schedule data entry to cohort units.

The College is now recruiting Administrative Assistant 3s to support the Social Sciences 2 Cohort. The departments included in the cohort are:

• Geography

• History

• Law Societies & Justice

• Political Science

Each Administrative Assistant 3 supports two of these departments preferably located in the same or proximately located buildings to ensure efficiency. Specific duties include:

Course Scheduling and Curricular Support (40%)

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

• Manager quarterly distribution of curriculum questionnaire to faulty. Ensure timely completion and liaise with Chairs to ensure appropriate general education and major specific courses are offered

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

• Coordinate with partner departments to schedule joint and withered courses while following Learning Spaces Policies.

• Enter courses into the quarterly time scheduling tool per UW deadlines

• Monitor Time Schedule platform during enrollment period analyze section fill rates to ensure compliance with the Colleges policy on section fill rates. Advise Chair on adding moving or eliminating sections. Enter section updates as necessary

• Delegate authority to choose appropriate classroom if facultys first choice isnt available

• Suggest and implement alternate scheduling for classes as needed
  

Communication (20%)

• Coordinate submissions edit compile/design finalize distribute department newsletter

• Coordinate with chair to upload and send annual communications (holiday letters etc.)

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

• Coordinate social media posts

• Upload website content as needed
  

Events (10%)

• Manage departments room reservation requests

• Schedule department-managed spaces

• Assist with event set-up occurring within regular work hours (M-F 8 a.m. to 5 p.m.)

Graduate Student Support (15%)

• Process applications for prospective graduate students

• Assist admitted graduate students as they move through their degree programs milestones

• Use the Graduate Schools MyGrad tool to track and record students progress through their degrees

General Support (10%)

• Distribute keys

• Greet guests

• Provide classroom support as needed

• Manage travel procurement for department visitors including letters of invitation making travel arrangements ordering travel services (ground transportation) processing reimbursements

• Troubleshoot faculty and student reimbursement and other submissions to the Administrative Support Team

Facilities (5%)

• Collect & distribute mail

• Maintain departments shared drive

• Procure office supplies

• Manage surplus

• Monitor electronic check-out processes for departmental equipment including laptops projectors and other equipment/materials

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

• Open and close department offices
  

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.

Desired Qualifications:

• 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.