Job Description
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 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 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 Manager. 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 3's to support the Cultures, Literatures and Languages Cohort (CLLC). 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
Each Administrative Assistant 3 supports up to three 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 faculty. Ensure timely completion and liaise with Language Coordinators 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 Registrar's 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 College's 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 faculty's first choice isn't 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 department's 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 program's milestones
Use the Graduate School's 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 department's 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 Qualifications:
Requires 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:
$47,448.00 annual
Pay Range Maximum:
$63,468.00 annual
Other Compensation:
-
Benefits:
For information about benefits for this position, visit https://www.washington.edu/jobs/benefits-for-uw-staff/
Shift:
First Shift (United States of America)
Temporary or Regular?
This is a regular position
FTE (Full-Time Equivalent):
100.00%
Union/Bargaining Unit:
SEIU Local 925 Nonsupervisory
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 world. In 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 proud to be an affirmative action and equal opportunity employer (https://hr.uw.edu/eoaa/) . 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 dso@uw.edu .
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 (https://app.leg.wa.gov/RCW/default.aspx?cite=28B.112.080) .
University of Washington is an affirmative action and equal opportunity employer. All qualified applicants will receive consideration for employment without regard to, among other things, race, religion, color, national origin, sexual orientation, gender identity, sex, age, protected veteran or disabled status, or genetic information.
