Administrative Assistant (Temporary)

Job Description

The division of Planning & Administration has an outstanding opportunity for a temporary Administrative Assistant (Administrative Assistant 2 (NE S SEIU 925 Non Supv)) to join their team.

About this Opportunity:

Reporting to the Executive Assistant to the Vice Chancellor for Planning & Administration the Administrative Assistant 2 provides independent comprehensive administrative support to the Office of the Vice Chancellor and to units within the Planning & Administration division. This position supports day-to-day operations by coordinating administrative processesassistingwith fiscal and procurement activitiesmaintainingrecords and communication tools and providing logistical support for meetings programs and eventsin accordance withUniversityand campus policies.

This is a temporary position expected to last approximately six months. Extension of this position is based on business needs.

Key Responsibilities:

Administrative Operations & Office Support (70%)

• Provide independent administrative support to the Office of the Vice Chancellor for Planning & Administration (VCPA) and divisional units.

• Coordinate and support routine administrative processes and workflow.

• Route and respond to inquiries to our division inbox and phone line.

• Schedule meetings for the VCPA and senior leadership under the direction of the Executive Assistant to the VCPA.

• Provide logistical and administrative support for meetings and events including scheduling reserving spaces arranging technology and catering and completing required approval forms.

• Provide on-site meeting and event support as needed including set-up clean-up and note-taking.

• Support divisional recognition and appreciation activities including compiling nomination materials ordering awards preparing certificates and sending communications.

• Purchase office supplies and materials in accordance with University purchasing guidelines.

• Prepare reimbursement requests and supporting documentation; submit reimbursement claims and track status through completion.

• Apply UW and UW Bothell policies and procedures related to travel reimbursements purchasing and procurement to support fiscal compliance.

• Coordinate with staff vendors and central offices to resolve fiscal purchasing or payment-related issues.

• Participate in required fiscal and travel meetings and trainings.

• Perform administrative projects and related duties as assigned to support divisional priorities.

Communications Web & SharePoint Support (20%)

• Update and maintain Planning & Administration division SharePoint sites ensuring accuracy consistency and accessibility.

• Assist with the creation organization and ongoing maintenance of SharePoint sites; provide basic guidance and training to designated staff.

• Support divisional outreach and internal communications including newsletters and informational sessions.

• Review documents and communication materials to ensure accessibility standards are met and assist with remediation as needed prior to distribution.

Records Management & Compliance (10%)

• Maintain organized electronic records related to budgets purchasing procurement cards travel and reimbursements in accordance with University records retention scanning and disposal policies.

• Support compliance with applicable UW and campus policies through accurate documentation and recordkeeping practices.

• Other Duties - Perform other duties as assigned in support of the Planning & Administration division.

Required Qualifications

To be considered for this opportunity your application must demonstrate you meet both the minimum qualifications and additional qualifications listed below. Equivalent education and/or experience may substitute for minimum qualifications except when there are legal requirements such as a license certification and/or registration.

Minimum Qualifications:

Requires High School/ GED AND two 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.

Applicants who do not meet these qualifications WILL NOT be forwarded to the Hiring Manager.

Desired Qualifications:

• Demonstrated attention to detail and accuracy.

• Ability to work independently prioritize work and meet deadlines.

• Strong organizational time management and problem-solving skills.

• Effective written and verbal communication skills and the ability to work collaboratively with individuals from diverse backgrounds and at all levels of the organization.

• Intermediate proficiency with Microsoft Office applications and SharePoint.

• Knowledge of UW fiscal travel and procurement policies and procedures.

• Experience using Workday Finance or similar financial systems.

Working Conditions

• Seated in an open office area

• Occasional work outside of normal office location (meeting and event support)

About the Team:

The Planning & Administration (P&A) division provides centralized administrative leadership and services that support UW Bothells mission and operations. The division is committed to stewardship compliance service excellence and fostering an inclusive and collaborative campus culture aligned with the Universitys values.

Read more about Planning &Administration here - 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.