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Req #: 245509

Department: UW TACOMA

Appointing Department Web Address: https://www.tacoma.uw.edu/set

Posting Date: 04/22/2025

Closing Info:

Closes On 05/06/2025

Salary: $3,664 - $4,882 per month

Shift: First Shift

Notes:

As a UW employee, you will enjoy generous benefits and work/life programs. For a complete description of our benefits for this position, please visit our website, click here.

**The University of Washington Tacoma** is an anchor institution that is deeply invested in its local communities and in student success. As one of three campuses of a world-class university, UW Tacoma is dedicated to interdisciplinary and innovative teaching and scholarship and to engaging the community in mutually beneficial partnerships. UW Tacoma’s commitment to access and diversity is central to an environment where students, staff, faculty and South Sound residents find abundant opportunities for intellectual, personal and professional growth. More information about UW Tacoma and its strategic plan can be found here. (https://www.tacoma.uw.edu/strategic-planning)

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.

The School of Engineering and Technology has an outstanding opportunity for an Administrative Assistant 3 (NE S SEIU 925 Non Supv) to join their team.

The Administrative Assistant provides independent, high-level administrative support and broad-based operational oversight to the School of Engineering and Technology (SET) and its faculty and administrative leadership. Reporting to the Director of Operations, this position proactively manages daily administrative responsibilities as well as projects and events of significant impact. The position requires independent decision-making, priority setting and expert project management skills. The Administrative Assistant will assume responsibility for complex and often confidential administrative and operational tasks and may serve as the first point of contact for both internal and external stakeholders.

Advanced administrative and project management skills are required. The position requires tact, sensitivity, diplomacy, empathy and sound judgment when dealing with confidential matters that are critical to the school’s successful operations. This role requires a proactive, resourceful and detail-oriented professional who demonstrates strategic thinking, excellent interpersonal and communication skills and the ability to exercise confidentiality in sensitive matters.

This individual ensures smooth day-to-day operations of the school and will serve as a critical liaison between SET, UWT leadership, industry partners, donors and other individuals both on and off campus.

**DUTIES AND RESPONSIBILITIES** Administrative Assistance

+ Provide comprehensive administrative support to SET’s Director of Operations, administrative and faculty leadership to ensure operations and administrative processes are effectively managed.

+ Manage scheduling requests and meeting invitations for faculty and administrative leadership, including reserving meeting spaces, coordinating logistics for meetings and events, sending calendar invites and preparing and assisting with presentations and hand-outs.

+ Proactively identify and resolve scheduling conflicts, exercising independent judgment to prioritize and adjust commitments as needed.

+ Schedule and organize team meetings, including preparing agendas, sharing supporting documents, taking notes, and distributing meeting minutes in a prompt and accurate fashion.

+ Manage special projects as needed and proactively identify areas where administrative assistance is necessary to support and further the mission of the school.Administrative and Office Management

+ Manage the daily operations of administrative services within SET, including front-desk support and dotted-line supervision and oversight of student workers.

+ Oversee ordering and procurement of office supplies and equipment, recruitment materials and faculty poster presentations.

+ Maintain calendars, provide complex scheduling of meetings, take and distribute effective meeting minutes.

+ Manage support functions such as contact lists, phone trees and access to shared drives.

+ Anticipate the need for new school policies and support creation of new policies that lead to efficient operations of the school.

+ Develop systems to track and prioritize requests.Events Management

+ Provide support for all SET events to include room reservations and planning, catering requests, calendaring, RSVPs and day-of onsite assistance.

+ Work collaboratively with UW Tacoma’s Office of Events & Conferences to ensure all SET events are adequately planned and supported in accordance with university policy.

+ In collaboration with staff and faculty, devise and deploy strategies to effectively advertise events via targeted outreach, social media and other various channels.

+ Coordinate with SET leadership to identify funding and develop a budget for all events; contain costs and serve as a good steward of event funding.

+ Ensure all necessary event approvals are secured in advance of each event. Reconcile all event expenses in a timely and compliant fashion. **MINIMUM REQUIREMENTS**

+ Requires High School/GED AND three years of office or administrative support experience OR equivalent education/experience. **DESIRED QUALIFICATIONS**

+ Prior work experience at the University of Washington or another institution of higher education

+ Event management experience

+ Experience with social media content creation and monitoring

+ Bachelors’ degree in Business, Communications, English, STEM field or related fields

+ Strong proficiency in Microsoft Office, including Outlook, Word, Excel and other technology used with the school (SharePoint, Teams, Zoom etc.)

+ Exceptional time management and organizational skills with the ability to prioritize and adapt to competing demands and changing tasks

+ Ability to work with diverse individuals and groups, and to contribute positively to a climate of respect and inclusion

+ Excellent communication skills with a high level of diplomacy, discretion and tact

+ Proven ability to exercise good judgment, make sound decisions and ensure confidentiality

+ Commitment to providing excellent customer service and timely responses to requests

+ Strong interpersonal skills with the ability to interact effectively with faculty, staff, students, industry collaborators and university administrators

+ Ability to multitask and manage competing priorities while maintaining attention to detail

+ Ability to remain organized and focused in a fast-paced environment with frequent interruptions

+ Initiative to work collaboratively to achieve the goals of the school

University of Washington is an affirmative action and equal opportunity employer. All qualified applicants will receive consideration for employment without regard to, among other things, race, religion, color, national origin, sexual orientation, gender identity, sex, age, protected veteran or disabled status, or genetic information.