ADMINISTRATIVE ASSISTANT 2
Req #: 240330Department: MATERIALS SCIENCE & ENGINEERINGAppointing Department Web Address: https://mse.washington.edu/Posting Date: 11/01/2024Closing Info:
Closes On 11/17/2024Salary: $3,492 - $4,428 per monthShift: First ShiftNotes:
As a UW employee, you will enjoy generous benefits and work/life programs. For a complete description of our benefits for this position, please visit our website, click here. (https://hr.uw.edu/benefits/wp-content/uploads/sites/3/2018/02/benefits-summary-classified-staff-greater-than-half-time-20220908a11y.pdf)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 Materials Science & Engineering department has an outstanding opportunity for an Administrative Assistant 2. This position will provide administrative, fiscal, and event support for two high-profile research faculty members. It requires a high degree of personal initiative, strong communication and organizational skills, high work standards, and an active interest in providing strong customer service. This position will frequently communicate on behalf of faculty members with senior management; faculty, staff, colleagues at other universities or national labs; representatives of funding agencies; and officials from professional organizations, business, industry, and government outside the university.DUTIES AND RESPONSIBILITIES Administrative Support
Serve as the principal assistant for two faculty members.
Support special initiatives for faculty, developing new processes, forms, and communications (e.g., new committees, student opportunities, international programs).
Maintain faculty calendars and coordinate and schedule meetings with keen attention to duration, transportation time, and advance preparation time required.
Keep faculty apprised of meeting dates and appointments, and ensure necessary supporting materials are provided in a timely manner.
Take notes at meetings as requested and ensure follow-up on action items.
Issue reminders and notifications of important commitments and ensure all official obligations are met.
Communicate on behalf of the faculty with representatives from the Deans’ Office, the Chair, and external partners.
Facilitate the interactions between the faculty and students, including arranging meetings with the students, students’ travel, tracking vacations and time of absence of students, etc.
Resolve problems and respond to inquiries regarding rules, regulations, policies, and department and university procedures.
Make travel arrangements and arrange itineraries for faculty, working independently with travel agencies and other staff to assure that necessary arrangements are completed and billed in an appropriate and timely manner according to policy.
Prepare & submit travel and purchase reimbursement requests for faculty and their visitors.
Submit purchase requests on behalf of the faculty.
Provide logistic support for visitors invited by the faculty, including invitations, lodging, travel, seminar arrangement, and travel expense reimbursement.Event Coordination
Coordinate, organize, and provide administrative support for special meetings and events as requested by faculty.
Reserve rooms; arrange food or catering; and coordinate equipment, A/V support, and materials. Help clean-up after events, returning furniture, supplies, refreshments, and other leftovers to permanent storage.
Approve facilities use requests and ensure compliance with food safety and alcohol licensing requirements at meetings and special events.
Develop agendas and draft invitations, reports, surveys, and other professional correspondence, which often contain confidential or sensitive information.Fiscal Support
Track and maintain records for faculty members’ expenditures and revenue.
Create financial reports for faculty as requested.Other duties as assigned
Other duties as assigned. MINIMUM REQUIREMENTS
Requires High School/ GED AND two years of office or administrative support experience OR an equivalent combination of education and/or experience. Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration. DESIRED QUALIFICATIONS
Demonstrated strong computer skills in email and MS Office Suite products.
Excellent communication skills and the ability to work well with diverse populations across various media.
Demonstrated “service” orientation.
Ability to accommodate sudden changes in priorities and assignments.
Collaborative, team-oriented mindset.
Ability to manage and independently prioritize multiple tasks, ensuring that goals are met, and projects are completed in a timely manner.
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.