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.
Undergraduate Academic Affairs (UAA) shapes, advances and stewards a world-class undergraduate academic experience for students at the University of Washington. Staff, faculty and students in UAA deepen and enrich the learning experience for all undergraduates, recognizing and supporting the unique learning path of each individual student and the commitment of each academic program to excellence in learning and teaching.
Within the UAA is the Center for Experiential Learning and Diversity (EXPD). This Center is home to multiple programs, each of which connects UW undergraduates to expand and enrich their learning through participation in undergraduate research, engagement in community through service learning, volunteering, or leadership, and through scholarship opportunities that support undergraduate work, planning, and applications for post-baccalaureate study and fellowships. The Center is located in suite 171 of Mary Gates Hall.
The Center for Experiential Learning and Diversity has an outstanding opportunity for a 50% FTE position of Administrative Assistant to assist the EXPD administrator with fiscal and operational duties in support of the center’s budgets and physical space. The successful candidate for this position communicates effectively, is well-organized, works well as a team, has the ability to manage workload, prioritize effectively, takes initiative and willing to take on new assignments and master new skills. This position has funding through FY21 with the possibility of extension.
We seek competitive applications from individuals who fully embrace the University of Washington’s commitment to racial equity, diversity and inclusion. We are committed to building and supporting a diverse and inclusive work team and to bringing these core values into our daily work with students, faculty, staff and the communities in which and with whom we work.
Reporting to the EXPD administrator, the EXPD administrative assistant has the following responsibilities:
Administrative Support (60%)
Act as a main receptionist for EXPD suite alongside student receptionists
Create quarterly receptionist schedules for suite, troubleshooting emerging issues and assuming primary responsibility for keeping the front desk staffed at all times
Assist with organizing the student staff orientation and training
Schedule and attend monthly meetings of EXPD all-staff meetings
Provide calendaring support to EXPD administrator
Act as primary contact for facilities management issues related to suite 171, including space, equipment maintenance and coordination of activities
Manage requests for the suite’s multiple conference rooms and keep rooms functional
Keep inventory and place orders for suite-wide supplies
Assist with data entry and tracking as needed
Other duties as assigned
Fiscal Support (40%)
Organize and maintain a comprehensive record keeping system for fiscal activity
Prepare Ariba-based procurement transactions such as payments to individuals, e-reimbursements, non-PO invoices, Blank Purchase Orders, catalog ordering and travel expense reimbursements
Process expense transfers through My Financial Desktop
Prepare journal vouchers
Deposit checks from outside sources
Act as first reviewer of procard purchases and collect documentation from cardholders
Ensure compliance with departmental, institutional and state policies, rules and regulations regarding fiscal processes
Other duties as assigned
High school education or equivalent
Two years of office or administrative support, or an equivalent combination of education and/or experience
Ability to work in an open office setting with frequent interruptions
Ability to work the morning shift starting at 8 am, Monday thru Friday, with limited flexibility
Strong attention to detail and ability to double-check work resulting in minimal errors
Excellent communications skills, with demonstrated ability to communicate effectively with both internal and external customers in person, by phone or in e-mail
Excellent customer service skills manifested in an ability to interact politely and respectfully with internal customers (program staff and student employees) and external customers (other UW units and visitors)
Proven ability to handle sensitive situations and work with highly confidential information with tact and discretion
Ability to perform multiple tasks, prioritize, organize, analyze and complete work efficiently
Competence with Microsoft Office applications
Experience with UW systems such as Ariba, SDB and My Financial Desktop
Understanding of UW regulations, rules, policies and procedures related to fiscal areas
Experience with database applications
Advanced knowledge of Excel
UAA has the following core competencies required of all employees:
Accountability and Integrity
Race, Equity and Difference
Collaboration and Teamwork
In addition, the following competencies are required of this position:
Exercising Good Judgment
Planning and Prioritization
UW Policies and Systems
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 email@example.com.