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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.

Washington Athletics has an outstanding opportunity for a Tyee Office Administrative Assistant/Receptionist to join their team.

Washington Athletics aims to inspire champions in competition and in the classroom. We exist to enrich the lives of students to positively impact our community and world for generations to come. Operating with the four core values of growth mindset, committed service, humility and grit, the Huskies choose to lead by example. All Husky Athletics staff make an **IMPACT** by committing to creating a purpose driven culture that impacts students and our greater community. We engage in **GROWTH** through dynamic conversations, embracing creativity, and recognizing that every challenge represents an opportunity to learn. We are a **COMMUNITY** who strive to create experiences for our stakeholders every single day. At our core is the belief that **INCLUSION** means creating spaces and places that reflect equity, advocacy and belonging for all.

With over 650 student-athletes participating in UW's 22 sports programs, the department of Intercollegiate Athletics is committed to providing student-athletes with the ability to compete for national and conference championships while working toward a degree from one of the world's leading public research universities.

For more detailed information, please visit our Washington Athletics Candidate Dashboard (https://gohuskies.com/sports/2023/8/26/ica-candidate-dashboard.aspx) .

The Tyee Office Administrative Assistant/Receptionist (payroll title: Administrative Assistant 3 (NE S SEIU 925 Non Supv)) reports to the Director of the Annual Fund and supports Tyee Club Staff, Tyee Club members, and ICA Senior Administration.

RESPONSIBILITIES

Receptionist and Customer Service Support:

+ Primary receptionist for the Tyee Club Advancement Office. Provide extremely high levels of customer service, respond to inquiries and clarify Tyee Club policies, procedures and find solutions to customer problems. Duties include answering and directing Tyee Club phone calls, responding to voicemails and being first responder to all Tyee Club email inquiries. Maintain office files, both manual and electronic. First person contact with donors for issues related to donor seating and the donor benefits package.

+ Answer phone, take messages, and provide effective communication support, including the timely dissemination of messages and issues that require urgent attention. Greet visitors and guests to the Athletic Department. Provide support with wayfinding to Athletic Village spaces. Coordinate parking for department guests and maintain inventory of parking permits. Facilitate pick-up and/or drop off of business materials such as event credentials, parking permits, etc. Attend Tyee Club and Tyee Annual Fund meetings, including regular meetings with the Director of the Annual Fund.

Administrative Support:

+ Manage workflow and provide executive administrative support for Senior Associate Athletic Directors. Exercise independent judgment in scheduling appointments, speaking engagements, seminars, committees and other internal or external meetings. This includes meetings with Executive and Senior Staff members, University staff, NCAA and Conference staff, coaches, student-athletes, parents, donors, etc.

+ Be knowledgeable and able to operate daily in various donor databases. Programs used regularly include Paciolan (Ticketing) PacFund (Donor) Tandem (UW Advancement) and event registration systems. Assist the Tyee Club Staff by running reports, and researching information within these systems.

+ Create and provide customized invoicing forms for premium seating, general donor seating and parking when requested by administrators or donors.

+ Orchestrate merging, sorting and mailing, both electronically and through traditional mailing services, of donor solicitations, acknowledgements and other routine correspondence.

+ Coordinate donor benefits and fulfillment processes related to the annual fund and assist with Big W Club administrative needs.

+ Manage event registration for Tyee Club broad-based events employing high levels of customer service to donors and fans, taking payment and recording event registration and attendance. Provide registration support to Tyee Club Event Managers.

+ Process changes of address for donors, fans and friends as needed in Tyee Club database and in partnership with the Husky Ticket Office and UW Advancement Office.

+ Serve as liaison and provide administrative support to the volunteers and Chairs of the Tyee Sports Council.

Operations Support:

+ Develop and maintain interdepartmental package distribution operation. Sort and distribute US mail, campus mail, and interdepartmental mail. Prepare all outgoing overnight packages and arrange for courier services. Receive deliveries and maintain lobby displays. Maintain departmental directories and mail distribution contact lists.

+ Responsible for the physical appearance and organization of the Graves Building reception area, including the Directors’ Conference Room and Showroom meeting spaces. Request and organize information from a variety of campus and department sources; schedule all conference room activities. Restock reception area refreshments for department guests.

+ Analyze equipment and supply purchases. Manage ongoing inventory of office supplies. Complete supply orders with applicable vendors. Arrange for shredding of department documents and materials on a scheduled basis and per University of Washington records retention policy. Develop budget estimates for equipment and supplies, as needed.

+ Manage charitable donation program for the Athletic Department. Receive and fulfill requests, answer questions, and maintain records.

+ Support the Tyee Club staff and Husky Athletics fans and donors on home Football gamedays at Husky Stadium, serving as the primary backup to the Director of the Annual Fund in the Luxury Suite area.

Other duties as assigned.

Compliance with the rules and regulations of the University, the NCAA, the Conference, the State of Washington and any other governing body is of paramount importance to the University. The overall responsibility of this position is for the successful operation of the program in full compliance with all such rules and regulations. As a condition of employment, the Employee shall be required to participate in rules education programs offered by the Department of Intercollegiate Athletics.

Strict adherence to Graves Building and Tyee Club business hours (8am – 5pm, Monday through Friday). Occasional need for evening or weekend hours as related to games or projects, as requested.

MINIMUM REQUIREMENTS

Requires High School/GED AND three years of office or administrative support experience.

Equivalent education and/or experience may substitute for minimum qualifications except when there are legal requirements, such as a license, certification, and/or registration.

Additional Requirements:

+ Some experience in development, fund-raising or similar field.

+ High levels of customer service required. Strong skills in database management and Microsoft Excel a plus. Experience and proficiency with use of MS Office products. Highly professional and comfortable around donors, senior administrators, coaches, and other staff. Strong attention to detail and ability to take initiative in special projects and daily tasks.

DESIRED REQUIREMENTS

Bachelor's degree and experience at the university level and/or experience in a NCAA Division I athletic environment strongly preferred.

Compensation, Benefits and Position Details

Pay Range Minimum:

$47,448.00 annual

Pay Range Maximum:

$63,468.00 annual

Other Compensation:

- Taxable benefits include tickets to UW Intercollegiate home competitions.

Benefits:

For information about benefits for this position, visit https://www.washington.edu/jobs/benefits-for-uw-staff/

Shift:

First Shift (United States of America)

Temporary or Regular?

This is a regular position

FTE (Full-Time Equivalent):

100.00%

Union/Bargaining Unit:

SEIU Local 925 Nonsupervisory

About the UW

Working at the University of Washington provides a unique opportunity to change lives – on our campuses, in our state and around the world.

UW employees bring their boundless energy, creative problem-solving skills and dedication to building stronger minds and a healthier world. In return, they enjoy outstanding benefits, opportunities for professional growth and the chance to work in an environment known for its diversity, intellectual excitement, artistic pursuits and natural beauty.

Our Commitment

The University of Washington is proud to be an affirmative action and equal opportunity employer (https://hr.uw.edu/eoaa/) . All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, gender expression, national origin, age, protected veteran or disabled status, or genetic information.

To request disability accommodation in the application process, contact the Disability Services Office at 206-543-6450 or [email protected] .

Applicants considered for this position will be required to disclose if they are the subject of any substantiated findings or current investigations related to sexual misconduct at their current employment and past employment. Disclosure is required under Washington state law (https://app.leg.wa.gov/RCW/default.aspx?cite=28B.112.080) .

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.