ADMINISTRATIVE ASSISTANT 3 (PART TIME 80% FTE)

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. 

Foster School of Business has an outstanding opportunity for a part time (80%) Administrative Assistant 3 to joing their team.

RESPONSIBILITIES:

Office Management and Administrative Duties

Execute the administrative activities and support of the department, including 60 part and full-time faculty and 14 doctoral students.
•   Design, develop and edit departmental communications, following school and university branding guidelines.
• Manage the department events calendar. Schedule and help coordinate department events such as seminars, brown bags, conferences, and meetings.
• Assist with travel arrangements for the department as needed.
• Support the administrator and chair with departmental recruiting efforts.
• Research and respond to a wide variety of technical or procedural questions from faculty, students, and staff.
• Recognize and implement opportunities for efficiency and improved organization.
• Track department supply inventory, equipment, and printed materials inform Administrator when to place a new order.
• Partner with IT and facilities teams to facilitate moves, renovations and maintenance needs.
• Attend meetings as the Administrator’s representative and report back any relevant details.
• Under the direction of the Administrator, supervise and direct work of Student Hourly Office Assistant.
• Miscellaneous duties as assigned.

MIB Program Support

• Provide general support to departmental faculty and PhD students in their research and instructional duties, including, but not limited to:
• Create and manage email distribution lists and other resources to facilitate departmental communications.
• Manage and maintain quarterly lists of office hours and course evaluations for the department.
• Oversee the ordering of textbooks, desk copies and library reserves for faculty and lecturers.
• Assist with classroom and meeting room scheduling.
• Recognize and appropriately handle sensitive and confidential information.
• Assist with ad hoc faculty projects supporting instructional and research goals of the department.
• Collect and organize paperwork related to faculty promotion and tenure processes.
• PhD student support: Proctor PhD exams; schedule dissertation and practice job talk sessions; assist PhD students on the job market with letters of recommendation.
• Manage all communications and paperwork with incoming VISIT students and VISER scholars (J1 and J2 Visa processes)

Fiscal Support

• Coordinate all fiscal operations of the department while maintaining compliance with federal, state and funding regulations:
• Submit payment requests and travel expense reimbursements, with required documentation, in accordance with Department and University policies and procedures to the Foster Fiscal Center.
• Track Faculty FDF spending and provide quarterly balances to faculty.
• Understand and follow university policies and guidelines related to fiscal tasks and communicate changes to policies to appropriate audiences when they occur.

Website Development and Maintenance

• Oversee department website, update seminar schedules, publication and working papers lists, course offerings and schedules.
• Edit and provide website content for departmental pages and to the marketing communications (MARCOM) team within the Foster School.

MINIMUM REQUIREMENTS:

Requires High School/GED AND four years of office or administrative support experience OR equivalent education/experience.

ADDITIONAL REQUIREMENTS:

*     Substantial organizational, problem-solving, and project management skills.
*     Excellent oral and written communication skills.
*     Ability to work under pressure of frequent deadlines and changing priorities in a high-volume   academic department.
*     Self-directed, takes initiative, and quickly and accurately understands and accomplishes priorities of the department.
*     Focused on outcomes and attentive to details, with a strong customer-service ethic and well-developed administrative and technical skills.
*     Proficiency in Microsoft Office Suite.

DESIRED:

*     Familiarity with the University of Washington and its administrative structure and systems is preferred.
*    Technical ability to do website development and content creation for department’s websites.

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.