Administrative Assistant 3 (Part Time 80%)

Job Description

The Foster School of Business, Department of Information Systems & Operations Management Department has an outstanding opportunity for an Administrative Assistant 3 to join their team.

About this Opportunity

The Information Systems & Operations Management (ISOM) Department at the Michael G. Foster School of Business has an opening for an Administrative Assistant 3. This position works directly under and closely with the ISOM Department Administrator. Together they provide support to over 40 faculty and PhD students in the department along with teaching assistants, graders, and other programs aligned with the department.

The Administrative Assistant 3 is expected to work independently as well as in cooperation with the Administrator. This position uses a wide range of software programs and requires competent office skills and the ability to multi-task, prioritize and work under deadlines. Interruptions are to be expected. A positive, service-oriented attitude is a must along with a flexible and dynamic attitude.

WORK SCHEDULE

• Part-time / 32 hours per week (80% FTE)

• Flexible between the hours of 8am – 6pm, Monday – Friday

• Primarily in-person with the possibility of up to 1-2 days of remote work a week after probationary period. Assistant is required to work in-person on scheduled department seminar days (Fridays) and other scheduled conferences and meetings (varies)

KEY RESPONSIBILITIES

• Respond to inquiries by email, phone and in person regarding primarily departmental issues but may include school and university procedures and services

• Maintain data and department records of current and historical data including class syllabi, evaluations, and other various departmental reports

• Create and manage quarterly tasks including but not limited to: textbook orders, desk copies, course packs, course evaluations, office hours, and newsletters

• Logistics coordinator for all department seminar guests managing all aspects of visit: invitation, visitor and department scheduling, and reimbursements

• Correspond with various vendors to order/organize catering for events, handle deliveries, and order supplies

• Reserve equipment and rooms for department use; become familiar with the classroom systems and resources available at Foster

• Maintain information on departmental spending; collect, track receipts, and process travel and petty cash reimbursements for faculty and students; collect and track department billing from UW vendors

• Reconcile ISOM Procard and CTA accounts weekly

• Manage all communication and paperwork with incoming UW VISIT students (J1 & J2 Visa processing)

• Coordinate meetings for activities such as (but is not limited to) faculty recruitment and promotion and tenure processes

• Oversee department webpages and work with Foster MarComm to update as needed

• Assemble Department Chair reports and faculty publication reports as directed

• Solicit and schedule available teaching assistant positions

• Serve as liaison between supervisor and other department members, transmitting assignments and requesting status information

• Conduct and/ or respond to surveys and studies; compose narrative portions of documents such as brochures and policy statements

• Proctor make-up exams as needed

• Attend meetings as the administrator’s representative; provide information and report conclusions to supervisor’s unit

• Other projects and duties as assigned

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 three years of office or administrative support experience.

ADDITIONAL QUALIFICATIONS

• Strong working knowledge in Microsoft Office Suite and the ability to learn and utilize new software as necessary

• Proven ability to multitask, prioritize, and work independently and under deadlines with positive, service-oriented attitude

• Ability to work effectively with faculty, students, staff, and guests, at all university levels, in a multicultural environment

• Ability to adapt to the need of the moment, demonstrating flexibility and a dynamic attitude

• Desire to learn new skills

DESIRED QUALIFICATIONS

• Knowledge of University of Washington systems and procedures, especially Workday Finance, Student Database, Trumba, Interfolio, and Salesforce

• Knowledge of PhotoShop and WordPress

• Office experience in a university setting

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):

80.00%

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 .

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 .