Full Job 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. All of which has allowed the UW to be nationally recognized as a “Great College to Work For” for six consecutive years.
The UW Department of Environmental and Occupational Health Sciences (DEOHS), housed in the School of Public Health, has an outstanding opportunity for an 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. The faculty supported by this position have projects and activities that range from the human/animal environment connection, climate change, disaster planning, health effects of wildfires, pandemic diseases, and other public health topics.
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 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 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.
As a UW employee, you will enjoy generous benefits and work/life programs.
For detailed information on Benefits for this position, click here.
- 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 where there are legal requirements such as license/certification/registration.
- Bachelor’s degree in public health business, communications, social sciences or related field.
- Experience with event planning, social media, and material development in Adobe
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.
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 email@example.com.