OFFICE COORDINATOR / RECEPTIONIST

University of Washington - Seattle, WA4.2

30 days agoFull-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 Paul G. Allen School of Computer Science & Engineering (CSE) has an outstanding full time opportunity for an Office Coordinator/Receptionist (Administrative Assistant 3).

The Paul G. Allen School for Computer Science & Engineering (CSE) is a prominent academic and research school in the College of Engineering. Consistently ranked among the top programs in the nation, CSE educates tomorrow’s innovators, conducts cutting-edge research in the principal areas of the field, and leads a broad range of multi-disciplinary initiatives that demonstrate the transformative power of computer science and computer engineering. CSE is widely recognized for success in promoting diversity.

The Allen School is located in the spectacular Paul G. Allen Center for Computer Science & Engineering at the heart of the UW campus in Seattle. Construction is nearing completion on the Bill & Melinda Gates Center, a second building slated to open in 2019 that will create space to respond to the ever-expanding student demand, employer demand, and opportunity for impact. The Office Coordinator/Receptionist will independently manage day-to-day front office operations for one of the two Centers. This position is a member of the Operations team, and reports to the Facilities Director.

For detailed information on Benefits for this position, click here.

RESPONSIBILITIES:
Answer multi-line telephones, refer visitors, resolve problems and respond to inquiries regarding departmental procedures and services.
Support the advising staff: coordinate student drop in appointments, provide general information about the CSE undergraduate and graduate program, and refer students to appropriate resources on campus. Requires knowledge of CSE graduate and undergraduate programs, UW admissions policies and UW student resources.
Develop guidelines, policies and procedures for front office functions. Update copy on internal web pages and/or other resources to communicate front office services. Devise, evaluate and revise forms.
Process incoming and outgoing mail. Maintain mailboxes for all faculty, staff, students, and visitors. Coordinate departmental shipping requests via UPS, FedEx, and USPS. Maintains forwarding address information.
Establish and maintain financial records for the UW Procurement card ghost account for express shipments. Reconcile charges using the on-line PaymentNet system, and provide the business office with appropriate reports and documentation.
Utilize the UW CAAMS database to provide appropriate student access to the building and labs.
Utilize the UW facilities system to submit reports for building operational problems and maintenance issues.
Maintain inventory of office, kitchen and first aid supplies using UW ProCard and online UW purchasing/ordering systems. Monitor purchases to assure they are within budget limitations. Maintain corresponding records.
Operate and maintain office equipment including copy, fax and shredding machines.
Assist the Facilities Director with card-key issues, issue building permits, open loading dock door for deliveries, perform general maintenance and clean up for first floor spaces including the lounge/kitchen, supply area, copy room, reception area and mailrooms, offices as needed. Move office/conference furniture as directed
Assist events coordinator with events set up and logistical support during events. Provide drink cart and supplies to groups as requested. Return tables and other event equipment left in the reception area or grad mailroom to storage area. Order weekly lunches with UW ProCard
Support Payroll Coordinator with bi-monthly paycheck distribution.
Provide general administrative support to CSE faculty and staff. Other duties as assigned.

REQUIREMENTS:
High School graduation or equivalent AND two years of increasingly responsible clerical experience OR equivalent education/experience.

ADDITIONAL REQUIREMENTS:
Demonstrated ability to multi-task; manage multi-phone line system, assist visitors and receive projects from faculty/staff simultaneously.
Proficiency with the use of computers, electronic mail word processing, spreadsheets, Internet systems, and effective Internet research skills.
One year of applicable customer service experience, preferably with public interface.
Effective writing skills. Proven ability to write clear electronic mail messages with a positive tone, correct grammar and punctuation, and follow standards when applicable.
Basic math proficiency for performing computations.
Effective interpersonal communication and customer service skills. Ability to work professionally with donors or other constituents, colleagues, students, and the general public.
Proven ability to work independently and problem solve, take initiative, set priorities and handle multiple projects and deadlines, as well as the ability to respond effectively to changing priorities.
Positive, optimistic, success-oriented attitude.

DESIRED:
Experience/familiarity with various UW systems - FS works, CAAMS, eProcurement.
Proficiency with Google Suite and Skype.

CONDITIONS OF EMPLOYMENT:
Must be physically capable of lifting and moving up to 50 lbs on a regular basis.
Must be able to work from 8am to 5pm and must have the flexibility to work overtime for special events.