Job Information
University of Washington ADMINISTRATIVE ASSISTANT 2 (TEMPORARY) in Seattle, Washington
Req #: 241154
Department: HEALTH SYSTEMS AND POPULATION HEALTH
Appointing Department Web Address: http://hspop.uw.edu
Job Location Detail: Hans Rosling Center (HRC)
Posting Date: 11/25/2024
Closing Info: Closes On 12/02/2024
Salary: $20.15 - $25.55 per hour
Limited Recruitment: Open to UW Employees only
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/3/2018/04/benefits-summary-classified-staff-less-than-half-time-20240419-a11y3.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 in the UW School of Public Health, the Department of Health Systems and Population Health (HSPop) is a dynamic academic and research department with the mission of working with partners in public health and health care to prepare leaders, design solutions, and conduct innovative research that is translated into practice and policy. The Department is steadfast in its efforts to improve and promote the health of all populations, and staff contribute daily and directly to the work of faculty, students, researchers and other staff, providing support and expertise to the Department's common cause.
The Department of HSPop values and honors excellence in teaching, mentoring, research, practice, and service to catalyze innovative solutions that overcome complex public health challenges. We are dedicated to hiring staff who integrate the principles of equity, diversity, inclusion, and anti-racism within their roles and responsibilities. We value and honor diverse experiences and perspectives, strive to create welcoming and respectful learning environments, and promote access, opportunity, and equity for all. The individual in this position is expected to be a steward of the program’s and department’s mission and core values, including the pursuit of equity, diversity, and inclusion.
The Department of HSPop has an outstanding opportunity for a temporary , part-time Administrative Assistant 2 (NE H NI SEIU 925 Non Supv). Reporting to the Manager of Administrative Operations, this position will provide office management, meeting/event coordination, and other administrative support to the department.
DUTIES AND RESPONSIBILITIES Administrative Support: (10%)
Assist with projects, which may include but not limited to formatting manuscripts, abstracts and CVs; creating and formatting PowerPoint presentations; creating spreadsheets; data entry; creating charts and graphs. Conduct research on pertinent issues and delegate tasks as needed for project implementation to ensure deadlines are met.
Assist with travel arrangements and expense reimbursements for the Department Chair and others as assigned.
Provide logistic support for faculty hiring, as assigned.Meeting and Event Coordination: (50%)
Coordinate complex meeting arrangements across multiple regional sites via direct contact with other department faculty and leadership. Use Outlook to schedule meetings and events, and use available scheduling tools as needed (e.g., Doodle poll).
Set up and host virtual meetings using Zoom, MS Teams and other tools as introduced, troubleshooting as needed when meeting attendees experience difficulties.
Oversee on-site meeting and event logistics, including:
Reserve conference rooms and event sites.
Order refreshments.
Arrange for and/or execute furniture set up and break down.
Arrange for and/or execute setup of IT and audio equipment.
Manage registration process and procedures; draft and email invitations and reminders; track responses/participants.
Draft, send, and prepare meeting agendas and materials, take meeting minutes and finalize minutes for distribution.Office Operations: (40%)
Provide professional level reception to in-person visitors and callers, accurately processing telephone and email messages. This includes screening calls, and following through in a professional and timely manner on questions and requests, directing visitors to the appropriate faculty and staff.
Arrange drop-in office for visitor and short-term staff and faculty workspace.
Provide general guidance regarding Parking Services as needed; arrange for parking for special guests as needed.
Support onboarding of department employees by preparing office space, requesting telephone line assignments, and related tasks.
Oversee conference room calendars and Clearooms reservation system.
Sort daily mail for the department as needed.
Help maintain clean public spaces.
Office supplies, general office upkeep.
Troubleshooting facility work orders.
In conjunction with the Manager of Administrative Operations, supporting building access for department personnel.
Temporary card management.
Troubleshooting access issues. 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
Demonstrated proficiency with Microsoft Office applications (Outlook, Excel, Word, PowerPoint, SharePoint), Zoom and other teleconferencing technologies, Adobe reader, website content maintenance, and database management and electronic methods to collect data.
Proficiency in Outlook calendaring and calendar management.
Demonstrated proficiency using cloud-based systems (e.g., OneDrive, Google Docs).
Experience coordinating large-scale events for approximately 100 attendees as well as regular meetings and agendas, providing day-of support, and taking meeting minutes.
Experience providing reception and customer service with discretion, tact, and diplomacy while maintaining focus on other duties.
Interpersonal skill and emotional intelligence that support the ability to build relationships, sense needs when not explicitly stated, and adjust style to different personalities and levels of authority.
Excellent communication skills, written and verbal, including basic editing experience and the ability to adjust communication style according to context.
Professional experience working in a team environment and as a team member.
Ability to maintain strict confidentiality.
Comfortable learning new technologies. HYBRID TELEWORK ELIGIBILITY This position is eligible for a hybrid telework arrangement, which may include an ongoing, regular remote work arrangement in addition to reporting onsite. The University’s Seattle campus will remain the official work location. All telework and hybrid working arrangements will be reviewed by Manager of Administrative Operations and subject to University policies. WORK ENVIRONMENT
Must be able to work in a fast-paced, professionally challenging environment.
Must be able to work in open office environment.
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.