Full Job Description
Notes: As a UW employee, you will enjoy generous benefits and work/life programs. For detailed information on Benefits for this position, click here.
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“Onsite work” in the interim will vary for units and for specific positions and will be discussed with candidates during the interview process.
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. All of which has allowed the UW to be nationally recognized as a “Great College to Work For” for six consecutive years.
The College of Arts & Sciences is the largest academic unit in the University (40 academic departments, 1400 teaching and research faculty, and more than 20,000 undergraduate students).
A strategic goal of the College is to improve and enrich the experiences of its undergraduates in the Humanities Division through the creation of an integrated Humanities Academic Services (HAS) center to serve the 1100+ students majoring in any of its 12 academic departments: Asian Languages & Literature; Classics; Comparative History of Ideas; Cinema & Media Studies; English; French & Italian Studies; Germanics; Linguistics; Near Eastern Languages & Civilization; Scandinavian Studies; Slavic Studies; and Spanish & Portuguese Studies.
Humanities Academic Services has an outstanding opportunity for a Counseling Services Assistant (Administrative Assistant 2).
Under the supervision of the HAS Center Director, the Counseling Services Assistant will support the work of a busy, integrated undergraduate academic services structure within the Division of the Humanities in the College of Arts & Sciences.
Successful candidates will have a demonstrated background in working independently to perform administrative assignments of increasing variety and complexity that require knowledge of University of Washington, departmental, and divisional policies and guidelines.
Under general supervision, the incumbent will independently oversee and manage a variety of support functions for the center’s student counseling operations, as well as managing data-driven reporting, communications engagement, and departmental liaison work.
Provide front-desk assistance to direct a highly diverse range of students, including students whose primary language may not be English, through administrative processes that impact their enrollment at the UW, such as Financial Aid Satisfactory Progress Appeals, Reinstatement Petitions, or Hardship Withdrawal Petitions; provide students with letters of support as appropriate.
Serve as a primary point of contact for the HAS center in relationships with academic departments, administrative offices, and agencies that provide assistance to participants within and outside the university; collaborate with OMA&D and other university programs focusing on student support services, retention and graduation.
Provide oversight for communication efforts and correspondence with program participants including the creation of website content, photo editing, video editing, desktop publishing, social media outreach, and implementation of assessment tools throughout the year.
Develop, maintain, and organize the HAS academic records database, oversee record keeping systems, adviser files, and curriculum records for program evaluation purposes; prepare reports as necessary on assessment, academic progress, program activities, and financial aid.
Develop and implement information sessions, coordinate divisional events, student recruitment and other programming designed to assist students in areas of academics, career, financial aid, financial management, personal issues, and graduate/professional school.
Serve as a liaison and first contact on behalf of the Division of Humanities to students, staff, faculty, the general public, and external organizations. Receive and refer visitors. Triage frequent inquiries and make appropriate referrals.
Manage support services, scheduling systems and load management for student advising operations; maintain multiple calendars, attend meetings, take minutes of meetings, edit and summarize minutes for distribution.
Review and assess content of documents and data for accuracy following University of Washington and departmental guidelines and policies, initiate corrections as necessary.
Oversee the creation, editing, and proofing for correspondence, presentations, and departmental resource materials based on predetermined content.
Manage administration for office equipment and supplies; track and receive supply inventory and maintain records of orders.
Conduct data management tasks including the creation of departmental lists or reports, data visualization, and data dashboarding.
Perform other duties as assigned.
High School Diploma or GED and a minimum of two years of full-time clerical experience in academic administration.
Equivalent combinations of education and/or experience. Strong organizational skills, including strong written, verbal, and interpersonal communication skills and attention to detail.
Bachelor’s degree and 4 years of full-time clerical experience in academic administration or related field.
Demonstrated experience working with a diverse range of students from historically underrepresented or marginalized backgrounds, including students whose primary language is not English. Spanish language skills would be strongly desired.
Outstanding organizational skills, detail-oriented and the ability to work in a deadline driven environment.
Strong initiative and follow-through along with problem-solving and communications skills.
Ability to work in an environment with interruptions.
Ability to multi-task, change assignments as needed and prioritize workload.
Proficiency in/ experience with MS office, Adobe creative cloud, database administration software, scheduling software, and data visualization software including Power BI and Tableau.
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.
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 equal opportunity, affirmative action employer. To request disability accommodation in the application process, contact the Disability Services Office at 206-543-6450 / 206-543-6452 (tty) or firstname.lastname@example.org.