Campus Pride Jobs

Req #: 235982

Department: EARTH AND SPACE SCIENCES

Posting Date: 06/24/2024

Closing Info: Closes On 07/08/2024

Salary: $3,477 - $4,299 per month

Shift: First Shift

Notes: As a UW employee, you will enjoy generous benefits and work/life programs.For detailed information on Benefits for this position, click here. (https://hr.uw.edu/benefits/wp-content/uploads/sites/3/2018/02/benefits-classified-staff-20210208.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.

Housed within the College of the Environment, the mission of the Department of Earth and Space Sciences (ESS) is to further our understanding of the Earth, the solar system, and their histories based on the geologic record and on rigorous observation and modeling of Earth’s present state. Our activities cut across traditional disciplines of physics, chemistry, biology, geology, and mathematics, providing a basis for making accurate predictions of future conditions.

The Administrative Assistant 2 (NE S SEIU 925 Non Supv) reports directly to the Administrator. This is an in-person office position and does not have the ability for remote location. Work hours are Monday through Friday from 8:00am to 5:00pm.

DUTIES & RESPONSIBILITIES Front Office Operations:
• Provide friendly and professional reception service as the first contact for the Department; answer and triage main office phone calls. • Provide basic information, directions, and answer to general departmental questions; serve as a primary contact for department visitors. • Manage, receive, and initiate incoming and outgoing departmental deliveries and shipment logistics; serve as campus courier for small deliveries. • Open and date-stamp incoming mail; sort and route mail; pick up and prepare outgoing mail. • Maintain departmental bulletin boards and oversee room schedules and reservations. • Assist staff, faculty, and students with checking out/in A/V equipment and laptops. • Oversee and issue building keys and maintain inventory; process key payments and prepare key refund forms. • Track and receive office supply inventory, order and stock supplies, and maintain records of orders. • Create quarterly class copy codes and send them to the UW Print Management Services.

Administrative Support:
• Provide administrative support to the Department Chair and other members of the administrative unit as needed. • Maintain and update spreadsheet of ESS department directories (e.g., public directory, room directory). • Schedule meetings, take minutes of meetings as needed, edit and summarize minutes for distribution. • File and maintain departmental materials in accordance to record retention requirements. • Photocopy and collate material as requested; scan files and save PDFs into ESS filing system. • Operate a variety of office equipment, such as computer/word processor and associated software document imaging, printers, multi-line phone system, and copy machine; may request office equipment maintenance or facilities repairs. • Other duties and administrative assistance as assigned.

Event Coordination:
• Collaborate with other staff to plan, coordinate, and run departmental events or student related functions including Graduation and the Annual Awards Ceremony. • Assist with coordination and planning of weekly colloquium speakers which includes communicating with guests, department members, and the colloquium committee; facilitating and verifying dates of arrival and departure for guests; and coordinating with department host(s) to ensure space assignments are prepared and finalized.

Financial Support:
• Assist with the reimbursement process, ensuring all required documentation is provided before sending to the Finance team for further processing. • Assist the finance team with internal billing and invoicing; e.g., plotter printer billing, Internal Sales Delivery (ISD) billing. • Coordinate travel arrangements and itineraries with external agencies or contacts following University of Washington and departmental policies; prepare and complete travel expense reports. Verify and reconcile travel charges on the CTA card. • Handle small purchases utilizing Procurement Card. Verify and reconcile all charges weekly. • Verify and reconcile FedEx Procard charges. • Assist the finance team with other administrative duties as needed.

Minimum Requirements:
• Requires High School/GED AND two years of office or administrative support experience OR an equivalent combination of education and/or experience.

Additional Requirements:
• Proficiency in standard Microsoft Office Suite applications such Outlook, MS Word and Excel. • Strong interpersonal skills with demonstrated ability to communicate effectively in writing, by phone, and in person with professionalism, diplomacy, sensitivity and discretion with diverse internal and external constituents including students, faculty, staff, and visitors. • Ability to take direction and work independently, professionally, and proactively, with a high degree of reliability and accuracy. • Demonstrated collaborative work style and ability to work well in a diverse workplace. • Excellent organizational skills and ability to multitask. • Demonstrate self-directedness and proactive initiative in addressing assigned tasks and challenges while working with reliability, accuracy, and productivity.

Desired Qualifications:
• Experience in higher education is preferred. • Experience with event coordination is preferred. • Experience with UW Financial Systems is preferred.

Working Conditions:
• The person will work regular business hours from 8:00am – 5:00pm, Monday through Friday. • This is an in-person position and does not have the ability for remote location. • Must be able to remain in one place, either sitting or using an optional standing desk, for long periods. • The desk space for the position is in an open-office environment, with frequent interruptions. • Must be able to lift or move up to 25 pounds.

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.