• Administrative Assistant 3

    University of Washington (Seattle, WA)


    Req #: 247748

     

    Department: MATERIALS SCIENCE & ENGINEERING DEPARTMENT

     

    Appointing Department Web Address: https://mse.washington.edu/

     

    Posting Date: 07/11/2025

    Closing Info:

    Closes On 07/27/2025

     

    Salary: $3,954 - $5,289 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. (https://hr.uw.edu/benefits/wp-content/uploads/sites/3/2018/02/benefits-summary-classified-staff-greater-than-half-time-20250130-a11y.pdf)**

     

    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 Materials Science & Engineering Department has an outstanding opportunity for an Administrative Assistant 3 to join their team.

     

    This position will provide administrative, event, and fiscal support for the Materials Science & Engineering Department, and will be the first point of contact for inquiries from students, faculty, and the general public. The person in this role will ensure the smooth functioning of the department by providing responsive, independent, and effective administrative support in a professional manner, as well as creating administrative processes and procedures. This position requires a high degree of personal initiative, strong communication and organizational skills, high work standards, and an active interest in providing excellent customer service. The position regularly encounters new administrative challenges related to working in a fast-paced environment and interdisciplinary lab setting and may supervise one to four student hourly employees.

     

    **DUTIES AND RESPONSIBILITIES** Office Management / Administrative Support

    + Manage day-to-day operations of the Roberts Hall front desk, including greeting visitors, escorting individuals to meetings, and giving out conference room keys.

    + Resolve problems and serve as the first point of contact for inquiries from faculty, students, staff, and the general public regarding rules, regulations, policies, and departmental and university procedures and services.

    + Serve as the principal departmental I-9 coordinator.

    + Handle shipping and receiving of packages.

    + Communicate with departmental labs and offices regarding arrival of packages.

    + Keep records of all shipments received in the Roberts Hall main office.

    + Establish office and administrative systems and procedures and analyze current workflows and practices to ensure the smooth operation of the department and departmental compliance with University of Washington policies.

    + Oversee the departmental office machines, including troubleshooting photocopier problems and requesting service.

    + Maintain departmental lounges, workspaces, and public spaces.

    + Assign and update faculty, staff, and graduate student mailboxes.

    + Distribute mail on a daily basis.

    + Design materials for and maintain departmental bulletin boards.

    + Order and maintain an inventory of all office, kitchen, and first aid supplies.

    + In conjunction with the Administrator and Advising Team, help with records retention to ensure departmental compliance and timely disposal of documents.

    + Assist MSE student groups with travel arrangements, as needed.

    + Prepare & submit travel and purchase reimbursement requests for non-UW visitors, as needed.

    + Supervise student hourly employees hired to support front office operations.Event Coordination

    + Coordinate, organize, and provide administrative support for special meetings and events as requested by faculty and staff.

    + Reserve rooms; arrange food or catering; and coordinate equipment, A/V support, and materials.

    + Help with set-up and clean-up after events, returning furniture, supplies, refreshments, and other leftovers to permanent storage.

    + Approve facilities use requests and ensure compliance with food safety and alcohol licensing requirements at meetings and special events.

    + Serve on event teams to support large events, conferences, and/or summer programs.Fiscal Support

    + Complete expense transfers when requested by the Administrator and/or Grants Managers.

    + Submit external invoices to the Shared Environment for payment.

    + Manage the process for AMP/SRP fund transfers on a quarterly basis.

    + Other Duties as Assigned **MINIMUM REQUIREMENTS**

    + High School/GED AND three years of office or administrative support experience OR equivalent education/experience. **Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration.** **ADDITIONAL REQUIREMENTS** • Proficiency in MS Word, Excel, and Outlook.• Strong interpersonal and communication skills, with demonstrated ability to communicate with diverse populations with professionalism, diplomacy, sensitivity, and discretion.• Ability to take direction and work independently, professionally, and proactively with a high degree of reliability, accuracy, and productivity.• Demonstrated collaborative, team-oriented work style.• Proven organization and multi-tasking skills in a fast-paced, demanding environment.• Ability to adapt to sudden changes in priorities and assignments.• Demonstrated ability to interpret and communicate to others complex policies and procedures.• Ability to handle confidential information responsibly. **DESIRED QUALIFICATIONS** • Demonstrated ability to supervise the work of others and provide mentorship and training.• Experience with UW systems.• Experience in higher education.• Ability to lift up to 30 lbs. and to move furniture and equipment as needed.

     

    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.