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 Dean's 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 Registrar's 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 department's 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 TA's regarding application processes, language tests, and visa processes
Assist Graduate Program Coordinators as they support graduate students moving through the degree program's 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:
$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 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 (https://policy.uw.edu/directory/po/executive-orders/eo-81-prohibiting-discrimination-harassment-and-sexual-misconduct/) .
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.
