ADMINISTRATIVE ASSISTANT 3 job vacancy in University of Washington (Seattle, WA 98195)

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Company name : University of Washington
Location : Seattle, WA 98195

Description :
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 UW Department of Environmental and Occupational Health Sciences (DEOHS), housed in the School of Public Health, has an outstanding opportunity for a part-time 95%FTE Administrative Assistant 3 to support the diverse and complex activities of faculty members, including research, instruction and mentoring, and service. The Department’s mission is to promote population health, prevent illness, disability and injury, and ensure efficient, effective and equitable health care systems through education, research and service. The Department has approximately 40 full-time faculty members, over 120 staff, 80 graduate students, and over 60 undergraduate students.

The Administrative Assistant 3 will join the teams of faculty, visiting scientists, research staff, graduate and undergraduate students, and volunteers who implement complex field, laboratory, and community participation studies. Under the general direction of the Department Administrator, the Administrative Assistant will join a team of four administrative support staff members performing similar duties for other faculty teams. As a member of this team, the position contributes to department level initiatives including event planning and implementation, special projects, and facility support.


Manage faculty calendars serving as the primary point person for requests, meeting invites and other scheduling needs; Coordinate meeting and events (logistics, schedules, in-person and remote meeting technology, information distribution, catering, and follow-up on action items);
Support domestic and international research activities including arrangements for domestic and international conferencing, international and domestic travel booking and reimbursement, and purchasing and shipping.
Create and update materials including developing and editing brochures, websites, social networking sites.
Partner with the budget analyst lead to monitor multiple budgets for spending levels, projections, and compliance. Reconcile more than 15 budgets and contribute to the overall department finance process and policy development.
Serve as part of the grant pre- and post-development team and partner with the budget analyst lead to manage and track multiple grant submission documents including lead researcher resumes, funded grant summaries, resources and environment narratives, and other supporting materials. Provide editing and proof-reading to the near-final submission and contribute to the development of visuals (graphs, tables, images) and citation lists.
Serve as the staff lead for purchasing and processing procurement, travel and other reimbursement using multiple methods supported by the UW.
Coordinate facility resources including room renovations, budget and project approvals from the Chair’s office, and ensuring occupants are informed of details.
Provide support to faculty instructors including up-dating documents, timelines, content and other activities on the UW course support portals (Canvas). Help coordinate instructional needs between co-instructors, teaching assistants and readers. Order items for student’s individual research projects
Arrange travel plans and reimbursements when enrolled students travel for annual projects, conference, lectures, and etc.
Coordinate department’s special functions such as the annual holiday party, faculty retirements, and departmental retreats. Work with members of the planning committee, including setting the theme, timeline, securing supplies, setting up and taking down event items.
Provide back-up staffing to the Department’s Roosevelt Building Front Desk reception participating in the standard schedule as well as volunteering for additional shifts as needed. 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. Requirements:
High school/GED AND four years of office or administrative support experience or equivalent education/experience.
Excellent attention to detail with strong interpersonal skills and ability to communicate effectively through multiple pathways (in person, telephone, and in writing – often through multiple parallel methods).
Experience with multi-tasking and balancing the requests of multiple teams as well as managing shifting priorities.
Proficient in Microsoft Word, Google suite, and various calendaring software
Strong organizational skills to include efficiently managing multiple priorities.
Ability to work independently under general rather than close supervision. Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration. Desired Requirements:
Bachelor’s degree in business, communications, social sciences or related field.
Experience with event planning, social media, and material development in Adobe 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 Workforce 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.

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.

Committed to attracting and retaining a diverse staff, the University of Washington will honor your experiences, perspectives and unique identity. Together, our community strives to create and maintain working and learning environments that are inclusive, equitable and welcoming.

The University of Washington is a leader in environmental stewardship & sustainability, and committed to becoming climate neutral.

The University of Washington is an affirmative action and equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, gender expression, national origin, age, protected veteran or disabled status, or genetic information.
To request disability accommodation in the application process, contact the Disability Services Office at 206-543-6450 or
Governor Inslee’s Proclamation 21-14.2 requires employees of higher education and healthcare institutions to be fully vaccinated against COVID-19 unless a medical or religious exemption is approved. Being fully vaccinated means that an individual is at least two weeks past their final dose of an authorized COVID-19 vaccine regimen. As a condition of employment, newly hired employees will be required to provide proof of their COVID-19 vaccination. View the Final candidate guide to COVID-19 vaccination requirement webpage for information about the medical or religious exemption process for final candidates.

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