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Job Description

The College of Arts and Sciences is excited to offer new opportunities to contribute to our vital educational, research and outreach missions by joining one of our consolidated administrative cohorts as Administrative Assistant 3.

Each cohort combines the finance, HR, and on-site management functions of between 3 and 8 academic units to achieve service efficiencies and reduce operational costs. In concert with school directors and faculty, CAS Dean’s Office leaders, and the Administrative Support Team, each cohort will be supported by a Finance Analyst, an HR Manager, an Administrative Assistant Supervisor and several Administrative Assistant 3’s. The primary responsibility of the Administrative Assistant 3’s is to provide on-site support to faculty, students and visitors.

The College is now recruiting Administrative Assistant 3’s to support the Performing Arts cohort. The units included in the cohort are:

+ School of Dance

+ School of Drama

+ School of Music

Job Duties

Space and Equipment Management (40%)

+ Create and maintain common systems and protocols for scheduling practice rooms, rehearsal rooms, studios, and other spaces

+ Resolve problems and respond to inquiries about room availability, conflicts, broken equipment, etc.

+ Create and manage common systems and protocols for distributing valuable School/Departmental equipment (such as musical instruments) to students

+ Create and manage common systems and protocols for collecting valuable School/Departmental equipment from students, evaluating the general condition of the returned equipment, and facilitating repairs as needed

+ Receive and respond to requests for facilities support. Submit and monitor service requests to ensure timely follow-through and completion.

+ Provide clear, professional, and timely communication with building occupants, department members, and maintenance/janitorial staff regarding facilities usage, events, maintenance issues, etc.

+ Implement departmental policies and maintain thorough, accurate records for:

+ Locker Reservation

+ Locker Room Access

+ Key Checkout and/or CAAMS access

+ Equipment Checkout

Event and Performance Management (15%)

+ Oversee event and performance set-up and take-down, ensuring that events and performances are properly staffed and equipped

Course Scheduling and Curricular Support (15%)

+ Assist with the analysis of quarterly reports detailing student credit hours, section fill rates, major and minor data. Develop reports for Chairs to aid in future quarters’ offerings.

+ Manage quarterly distribution and collection of curriculum questionnaire to faculty.

+ Review time schedule and ensure course offerings follow the Office of the Registrar’s Learning Spaces policies (aka the Heat Map).

+ Enter courses into the quarterly time scheduling tool per UW deadlines

+ Monitor Time Schedule platform during enrollment period, analyze enrollment rates to ensure compliance with the College’s policy on section fill rates. Enter section updates as necessary.

+ Suggest and implement alternate scheduling for classes as needed

Graduate Student Support (5%)

+ Assist in processing applications for prospective graduate students

+ Assist admitted graduate students as they move through their degree program’s milestones

+ Assist in tracking and recording students’ progress through their degrees using the Graduate School’s MyGrad Program

General Support (25%)

+ Distribute keys

+ Collect and distribute mail

+ Open and close School offices

+ Assist in-person visitors, including students and guests

+ Provide classroom support as needed

+ Maintain faculty and staff email distribution lists

+ Manage department email account. Receive and respond to phone/email inquiries.

+ Answer general questions about the units in the cohort and University of Washington.

+ Forward messages to appropriate recipients on a daily basis

+ Manage travel procurement for department visitors, including letters of invitation, making travel arrangements, ordering travel services (ground transportation), processing reimbursements

+ Reconcile CTA and Procard purchases

+ Manage School/Cohort office supplies

+ Create and submit clear, complete, and accurate non-catalog purchase requests, invoice payment requests, miscellaneous payment requests, and accounts receivable requests to the College’s Administrative Support Team for processing

+ Troubleshoot faculty and student reimbursement submissions to the Administrative Support Team

+ Manage surplus

+ Serve as School/Department point of contact for building coordinators and safety personnel

+ Support department calendaring

Qualifications

Minimum Requirements

+ 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._

Desired Qualifications

+ Ability to prioritize tasks in a dynamic work environment

Compensation, Benefits and Position Details

Pay Range Minimum:

$47,448.00 annual

Pay Range Maximum:

$63,468.00 annual

Other Compensation:

-

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 committed to fostering an inclusive, respectful and welcoming community for all. As an equal opportunity employer, the University considers applicants for employment without regard to race, color, creed, religion, national origin, citizenship, sex, pregnancy, age, marital status, sexual orientation, gender identity or expression, genetic information, disability, or veteran status consistent with UW Executive Order No. 81 (https://policy.uw.edu/directory/po/executive-orders/eo-81-prohibiting-discrimination-harassment-and-sexual-misconduct/) .

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.