ADMINISTRATIVE ASSISTANT

University of Washington - Seattle, WA4.2

Full-time
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 five consecutive years.

The UW Department of Environmental and Occupational Health Sciences has an outstanding opportunity for an Administrative Assistant 3 to support the diverse and complex activities of senior faculty members, including research, instruction and mentoring, and service. The staff member will join the teams of faculty, visiting scientists, research staff, graduate and undergraduate students, and volunteers who implement complex field and community participation studies.

The Administrative Assistant will spend the majority of time supporting the efforts of two separate research programs headed by DEOHS faculty members. Approximately half-time support will be dedicated to the research program directed by Dr. Catherine Karr which is focused on child health, with an emphasis on a large complex federal award investigating how the environment influences neurodevelopment and asthma risk in children (ECHO PATHWAYS). The other project team, the Air Pollution Health Effects Group, headed by Dr. Joel Kaufman, manages a suite of scientific research projects that study the health effects of ambient air pollution.

The Administrative Assistant reports to the Department Administrator and joins a team of four other 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. Duties include:

General Faculty Support:
  • Manage faculty calendars serving as the primary point person for requests, meeting invites and other scheduling needs.
  • Process procurement, travel arrangements and reimbursements.
  • Provide staff support to manage meeting logistics, events, and faculty-lead department committee efforts including coordinating logistics, meeting calendars, in-person and remote meeting technology, information distribution, and follow-up on action items.
  • Coordinate with faculty members, teaching assistants and others regarding in-classroom instructional needs as well as graduate student mentoring requirements.
  • Help compile teaching materials; coordinate course reserves; coordinate classroom reservations and audio-visual needs; assist with edits to teaching websites; video record and edit lectures as needed; prepare lecture content in electronic formats.
  • Work with faculty to track presentations, posters, and publications to keep information current that will be used for faculty CVs and research grant progress reports.
Research Team Support:
  • Manage research team calendars serving as the primary point person for requests, meeting invites and other scheduling needs. Attend meetings, take minutes, and work with teams to ensure action items are tracked and completed.
  • Serve as the primary staff member to establish and manage multiple calendars, coordinate internal and external research team participants, schedule meeting rooms and arrange for remote meeting technology; arrange for domestic and international conference calls.
  • Partner with Budget/Fiscal Analyst to compile documents for grant submissions (biosketch, other support, etc.) and conduct post-award grant activities, including budget reconciliation and electronic document filing.
  • Extract journal articles and consolidate using End Note or similar application.
  • Coordinate faculty and research team travel, purchasing and shipping; and coordinate research subject gift and incentive payments. Conduct payment transactions through various UW methods including electronic purchasing, credit cards, and other means.
  • Coordinate student events, assist with prospective student visits, travel, agenda, order items for students’ research; and help arrange travel plans and reimbursements.
  • Create and update materials including developing and editing brochures, websites, social networking sites.
  • Provide assistance with team's operational duties including distribution of mail, monitor equipment insurance, distribution and collection of keys, and key cards, and new personnel on-boarding activities.
  • Other duties as assigned.
Department Activities
  • Coordinate department’s events such as the annual holiday party, faculty retirements, and departmental retreats.
  • Assist with facility needs including office relocations, etc.
  • Contribute to Roosevelt Building front desk break schedule.
As a UW employee, you will enjoy generous benefits and work/life programs.
For detailed information on Benefits for this position, click here.

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

Additional Requirements:
Proficient in Word and Excel and scheduling/calendaring software. Excellent written, verbal and interpersonal communication skills. Demonstrated initiative. Strong organizational skills to include efficiently managing multiple priorities. Ability to work independently under general rather than close supervision. Demonstrated ability to work with diverse groups of people. Attention to detail, well organized, and demonstrated experience managing multiple requests.

Equivalent education/experience will substitute for all minimum qualifications except where there are legal requirements such as license/certification/registration.

Desired:
Bachelors degree in communications, business, environmental health or related fields. Experience with event planning. Experience with web content editing in CMS programs (Drupal), academic course delivery (Canvas), and remote meeting technology (Zoom). Applied experience with UW eTravel, Financial Desktop, eProcurement, Procard, and CTA. Experience with Powerpoint, Adobe Photoshop, Illustrator, InDesign to prepare brochures, posters, presentations, etc. Experience with booking international travel and shipping. Interest in public health.