ADMINISTRATIVE SUPPORT SUPERVISOR

University of Washington - Seattle, WA4.1

Full-time
Notes: As a UW employee, you will enjoy generous benefits and work/life programs.
For detailed information on Benefits for this position, click here.
The University of Washington, Tacoma is a growing metropolitan university that is deeply invested in its local communities. As one of three campuses of a world-class university, UW Tacoma is dedicated to interdisciplinary and innovative teaching and scholarship and to engaging the community in mutually beneficial partnerships. UW Tacoma's commitment to diversity is central to an environment where students, staff, faculty and South Sound residents find abundant opportunities for intellectual, personal and professional growth.

Our UW Tacoma Finance & Administration division has an outstanding opportunity for an ADMINISTRATIVE SUPPORT-SUPERVISOR. The purpose of this position is to support the goals and objectives of Finance and Administration by coordinating assigned activities. This position will serve as an assistant to our leadership team and will have administrative responsibility within the division. The position will report directly to the Associate Finance Director of Fiscal Support Services. This individual will use independent judgment in the interpretation and application of a variety of rules and procedures to support the division.

Key functions include monthly budget reconciliations, special projects management and coordination, policy analysis, and department administrative services such as developing meeting agendas and taking meeting minutes, revising multiple schedules and calendars, planning organizational events and coordinating meetings for leadership teams and their staff. This position is also responsible for the supervision and coordination of student staff to ensure adequate office coverage and support while remaining within budget. Functional areas of the Finance & Administration Office are Finance, Accounting and Budgeting, Campus Planning and Real Estate, and Human Resources.

SPECIFIC DUTIES AND RESPONSIBILITIES

Executive Support for Finance & Administration Leadership:
  • Manage and coordinate complex calendars for the Vice Chancellor of Finance & Administration (F&A), Associate Vice Chancellors (AVCs) & Directors as well as associated committees and groups;
  • Manage communication as directed by AVCs/Directors by managing the divisional e-mail address and reviewing and distributing the emails to the appropriate unit;
  • Updating unit websites as needed; regularly and independently drafting correspondence on behalf of leadership; and communicating with campus units to help coordinate meetings and events as needed;
  • Work independently and confidentially in accordance with the goals and mission of F&A; assist leadership with projects and duties, researching information as needed, maintaining records, and reviewing and distributing reports as directed;
  • Prepare PowerPoint presentations, newsletters, business reports and announcements as requested;
  • Prepare Excel spreadsheets, maintain Access databases, create Microsoft Word mail merges and reports;
  • Coordinate and complete documents related to travel, purchasing and budgets;
  • Create and maintain business records and files in accordance with UW and State record retention policies (e.g. employee HR files, recruitment files and training records);
  • Create, coordinate and execute required catalyst surveys; record and maintain results.
Office Management, Reception Triage and Fiscal Support Services:
  • Order office supplies and equipment, including complex special orders;
  • Responsible for managing office equipment such as copiers and arranging for service as needed;
  • Maintain and develop website content using internal University website software;
  • Coordinate meetings and catering events scheduling times and room locations, preparing meeting minutes, agendas and relevant background material; gather attendance and RSVP information;
  • Assist with the on-boarding of new staff for the F&A office;
  • Manage and reconcile assigned budgets, collect supporting documentation about expenditures utilizing My Financial Desktop to create reports, comply with spending structures and make corrections where necessary;
  • Maintain centralized ProCard for use within F&A as needed; place orders; track and reconcile purchases;
  • Act as campus Certified Notary Public for official UW business and for the general public where applicable (desired);
  • Ensure reception services are provided for the F&A office at all times;
  • Supervise student assistants and personally provide professional phone and in-person representation and reception to UWT staff, students, faculty and the general public;
  • Ensure department phone and emails are monitored and answered consistently;
  • Distribute mail; copy/scan/fax; file; assist with complicated print jobs as needed;
  • Manage UWATS requests for the Campus and assure database accuracy;
  • Act as Finance and Administration food approver.
Supervision of Student Staff:
Interview and hire Student Assistants; conduct training; assign and schedule work; act upon leave requests; conduct annual performance evaluations and recommend corrective action as needed. Manage student workload to assure full utilization of hours and timely completion of tasks.

Safety Committee Support:
  • Serve as the Safety Committee Coordinator. Activities include assisting with elections, maintaining membership, taking meeting minutes, maintaining accident and incident data, and collecting and distributing education materials;
  • Work with EH&S Director to enter data and track activities via Online Accident Reporting System (OARS);
  • Other EH&S duties to include triaging service requests, maintaining the Safety Bulletin Board and other educational material, website development and maintenance and emergency preparedness activities such as fire drills.
Other duties as assigned.

REQUIREMENTS:
  • High school/GED and five years of office or administrative support experience to include one year of experience as a full-time lead or supervisor OR an equivalent combination of education and experience.
ADDITIONAL REQUIREMENTS:
  • Excellent oral and written communication skills.
  • Strong service orientation and excellent customer services skills.
  • Knowledgeable in the Microsoft Office Suite, to include significant database experience; ability and willingness to quickly learn new software to support division operations.
  • Ability to follow verbal and written instructions with close attention to details.
  • Understanding of and ability to keep confidential information.
  • Ability to prioritize tasks and projects based on verbal and written instructions and guidelines and to exercise independent judgment when completing assignments.
  • Ability to work independently with limited day-to-day supervision.
  • This position requires flexibility and the ability to prioritize work to meet changing priorities and demands.
Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration.

DESIRED QUALIFICATIONS:
  • Bachelor’s Degree in Business Administration or related field.
  • Experience working with University of Washington Administrative Systems including My Financial Desktop, eProcurement (ARIBA), and Academic Scheduling Software.
  • Ability to work both independently and collaboratively with a diverse group of people demonstrating tact, diplomacy, discretion and sensitivity.
  • Have extensive involvement with students, staff, the public and/or agencies in carrying out program activities, and coordinate, schedule and monitor division activities to determine consistency with division goals.
  • Cashiering and cash handling experience.
  • UWT Financial Systems experience, plus experience developing Catalyst surveys.
  • Experience coordinating logistics for training events and meetings.
  • Innovative and creative mindset and approach to solving problems with ingenuity.
  • Forward-thinking with the ability to organize complex processes.