ASSISTANT TO THE ADMINISTRATOR (ADMINISTRATIVE ASSISTANT 2), 90% FTE
University of Washington
Location: Seattle, Washington
Type: Full Time
Internal Number: 194911
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 Department of Asian Languages and Literature currently has an outstanding opportunity for a part-time, 90% FTE ASSISTANT TO ADMINISTRATOR. The Assistant to Administrator reports to the Administrator of the Department and provides complex program support for the Department’s academic, outreach, and diversity initiatives. The Assistant to Administrator also supports the Administrator in a wide variety of areas including fiscal and budget management, web support, and other administrative areas. This position requires the ability to balance multiple priorities and complex projects as well as assist with organizing projects or events. Reliability and flexibility to meet variable needs in a fast-paced professional work environment are required.
This is a 90% part-time position. (Mon-Thurs 8:00am-5:00pm and Friday 1:00-5:00pm)
The individual in this role will be responsible for:
Supporting the Department Administrator
Perform monthly reconciliation of budget activities and payment transactions by gathering appropriate source documentations necessary to support each financial transaction and ensuring required authorizations and approvals.
Process invoices for payments, journal vouchers, and reimbursements to individuals by working with the College of Arts and Sciences Administrative Support Team.
Assist with priority projects and events including arrangement of all logistical needs of departmental functions, travel arrangements, scheduling meetings, etc.
Assist with the online updates of the facilities and administration space inventory and equipment insurance including building and room location.
Assist with payroll and other fiscal/budgetary duties and related functions, as assigned.
Assist with faculty search and promotion cases, as assigned.
Compose office correspondences, memos, and responses to frequent requests for information.
Perform complex word processing and accounting tasks such as merging and sorting, integrating text with graphics, creating spreadsheet and database files; use basic statistical software packages and simple computer inquiry programming.
Prepare and issue various departmental directories quarterly or as needed.
Other fiscal duties and related functions as assigned.
Front Desk/Receptionist Duties
Answer telephones; resolve problems and respond to inquiries regarding departmental procedures and services; receive and refer visitors in a courteous manner.
Arrange communication with other departments and university shops regarding facilities changes, telecommunications changes, repairs, cleaning requests, etc.
Maintain complex electronic/manual file systems and financial record files.
Issue/collect departmental office keys, deposits, and maintain relevant records.
Serve as backup to Program Coordinator as needed.
Work with faculty, teaching assistants, and others to create promotional flyers to advertise departmental courses and events. Post digital and physical copies of flyers in appropriate locations on campus, on social media, as well as send out digital copies of flyers via email and hard copies to other departments via campus mail. Create “At a Glance” flyers quarterly to give students preview of upcoming department courses.
Maintaining Office Supplies
Purchase office supplies/equipment and other supplies/materials.
Maintain records of supply inventory and keep supply cabinets organized.
Coordinate and schedule surplus (discarding/recycling) of old items as needed.
Monitor departmental email accounts (Asianll, Asiatalk) daily for new messages, and route or answer accordingly.
Act as back-up person to Program Coordinator in overseeing and updating the departmental website.
Assist faculty and staff in troubleshooting minor software/hardware problems or contacting the department computer specialist when needed.
Manage, maintain and update department social media accounts (Facebook, Twitter, LinkedIn, etc.) appropriately. Create content, post events, connect with students and others related to department.
Processing Departmental Mail
Process outgoing/incoming mail once daily.
Assist with large mailings.
Copy, scan, or duplicate documents (including class materials) as requested. Create, compile, and edit PDFs as requested.
Troubleshoot copy machines when needed. Make service calls when copy machines require additional maintenance.
Maintain end-of-quarter copy counts and copy code logs and track paper usage in copiers and shared printers.
Other duties as assigned.
MINIMUM REQUIREMENTS: High school graduation or equivalent AND two years of full-time administrative support experience including knowledge of fiscal and transcription work.
Additional Skill Requirements: Proficient in:
Word - merge functions, etc.
Excel - strong experience creating spreadsheets and formulas, manipulating and summarizing data.
Remote meeting technology
Adobe Programs – Acrobat for creating and editing PDFs (InDesign and/or Photoshop a plus).
Calendar systems, e-mail, managing social media accounts, usage of online storage accounts (such as OneDrive or Google Drive) and web-based technology.
Must have excellent interpersonal skills, verbal communication skills, and writing skills.
Must have excellent organizational skills including excellent prioritization skills and ability to address multiple tasks simultaneously, with interruptions, while meeting necessary deadlines, and ensuring timeliness.
Must be able to work independently within scope of responsibilities with a high degree of reliability, accuracy, productivity, and have impeccable attention to detail.
Must be able to function well under deadline pressure, be flexible, and punctual.
Experience with UW administrative systems: MyFD, ProCard, and CTA.
Adobe Photoshop, Illustrator, InDesign to prepare brochures, posters, presentations, etc.
Interest in Asian languages.
Application Process: The application process for UW positions may include completion of a variety of online assessments to obtain additional information that will be used in the evaluation process. These assessments may include Work Authorization, Cover Letter and/or others. Any assessments that you need to complete will appear on your screen as soon as you select “Apply to this position”. Once you begin an assessment, it must be completed at that time; if you do not complete the assessment you will be prompted to do so the next time you access your “My Jobs” page. If you select to take it later, it will appear on your "My Jobs" page to take when you are ready. Please note that your application will not be reviewed, and you will not be considered for this position until all required assessments have been completed.
Founded in 1861, the University of Washington is one of the oldest public institutions in the west coast and one of the preeminent research universities in the world. The University of Washington is a multi-campus university comprised of three different campuses: Seattle, Tacoma, and Bothell. The Seattle campus is made up of sixteen schools and colleges that serve students ranging from an undergraduate level to a doctoral level. The university is home to world-class libraries, arts, music, drama, and sports, as well as the highest quality medical care in Washington State and a world-class academic medical center. The teaching and research of the University’s many professional schools provide undergraduate and graduate students the education necessary toward achieving an excellence that will serve the state, the region, and the nation. As part of a large and diverse community, the University of Washington serves more students than any other institution in the Northwest.