University of Washington
Administrative Assistant 3
University of Washington, Seattle, Washington, us, 98127
If you are using a screen reader and experience any difficulty accessing our web pages, please call 206-543-2544 or email UWHires and we will be happy to assist you.Benefits:
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.POSITION PURPOSEThe Administrative Assistant 3 will join the GUMO Research team of faculty and staff with providing administrative assistance to the Genitourinary Medical Oncology (GUMO) Research Program in completing identified program and administrative functions for the Division of Medical Oncology. Under the general direction of the Business Manager, the Administrative Assistant will join the GUMO team providing administrative support duties for GUMO faculty. As a member of this team, the position contributes to department level initiatives including faculty support, event planning and implementation and special projects.DUTIES AND RESPONSIBILITIESSupport Principal Investigators with domestic and international research activities including arrangements for domestic and international conferencing, international and domestic travel booking and reimbursement, and purchasing and shipping.Serve as the staff lead for purchasing and processing procurement, travel and other reimbursement using multiple methods supported by the UW.Proactively resolves complex problems using good judgement and professionalism.Provides data and suggestions to decision makers and follows up on any next steps.Utilizes, tracks and distributes information and procedure resources with expert knowledge on rules, regulations, policies and services for University, department, State and otherwise.Completes and reviews all documents, presentations, and other administrative forms to ensure they are accurate and compliant for department and faculty.Enhance office and administrative systems and procedures to promote compliance, communication, efficiencies and cost savings.Implement, oversee and report on completion of department projects.Track and report single occurrence or long term office needs related to equipment, supplies, and event coordination with budget estimates and authorizing expenses where applicable.Maintain current data on personnel, financial, projects to create organizational systems and snapshots for department and team.Attend meetings and committees as department or management representative.Assist in the preparation, development, and monitoring of contracts and grants for the department or unit.Perform executive secretarial support to an administrative head(s).Provide work direction to lower level staff and assist in orienting and training new staff.Performs other duties as assigned.MINIMUM REQUIREMENTSRequires High School/GED AND three years of office or administrative support experience OR equivalent education/experience.DESIRED QUALIFICATIONSPrior experience working with a data base program with skills beyond data entry.Prior experience in organizing filing systems – paper and electronic.Expertise with Word and Excel and the advanced functions of each: macros, merging, formulas, etc.Familiarity with University systems such as ARIBA, PROCARD, My Financial Desktop, Grant Tracker, eFECs, SAGE, GCCR, etc.Good communication skills, both verbal and written, including composition skills for business letters and other professional correspondence.Skill in the use of email as a communication tool.Good interpersonal skills as vital to interactions with faculty, staff and students.CONDITIONS OF EMPLOYMENTThis position requires an individual who is organized; works well under stress, and can juggle competing priorities. The position demands a flexible schedule and the ability to work long hours due to workload and deadlines. External deadlines imposed by Sponsored Programs, Medical Centers, Practice Plans, School of Medicine, University. Routinely attend meetings and respond to questions outside regular workdays and hours, including weekends. Meetings occur at multiple locations on and off campus and with external stakeholders. This position requires excellent communication skills and awareness of ethical and political ramifications of decisions. A grasp of the overall mission and objectives of the department within the UW School of Medicine is essential. The individual must be self-motivated, and able to work collaboratively as well as independently.Committed to attracting and retaining a diverse staff, the University of Washington will honor your experiences, perspectives and unique identity. Together, our community strives to create and maintain working and learning environments that are inclusive, equitable and welcoming.To request disability accommodation in the application process, contact the Disability Services Office at 206-543-6450 or dso@uw.edu.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.
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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.POSITION PURPOSEThe Administrative Assistant 3 will join the GUMO Research team of faculty and staff with providing administrative assistance to the Genitourinary Medical Oncology (GUMO) Research Program in completing identified program and administrative functions for the Division of Medical Oncology. Under the general direction of the Business Manager, the Administrative Assistant will join the GUMO team providing administrative support duties for GUMO faculty. As a member of this team, the position contributes to department level initiatives including faculty support, event planning and implementation and special projects.DUTIES AND RESPONSIBILITIESSupport Principal Investigators with domestic and international research activities including arrangements for domestic and international conferencing, international and domestic travel booking and reimbursement, and purchasing and shipping.Serve as the staff lead for purchasing and processing procurement, travel and other reimbursement using multiple methods supported by the UW.Proactively resolves complex problems using good judgement and professionalism.Provides data and suggestions to decision makers and follows up on any next steps.Utilizes, tracks and distributes information and procedure resources with expert knowledge on rules, regulations, policies and services for University, department, State and otherwise.Completes and reviews all documents, presentations, and other administrative forms to ensure they are accurate and compliant for department and faculty.Enhance office and administrative systems and procedures to promote compliance, communication, efficiencies and cost savings.Implement, oversee and report on completion of department projects.Track and report single occurrence or long term office needs related to equipment, supplies, and event coordination with budget estimates and authorizing expenses where applicable.Maintain current data on personnel, financial, projects to create organizational systems and snapshots for department and team.Attend meetings and committees as department or management representative.Assist in the preparation, development, and monitoring of contracts and grants for the department or unit.Perform executive secretarial support to an administrative head(s).Provide work direction to lower level staff and assist in orienting and training new staff.Performs other duties as assigned.MINIMUM REQUIREMENTSRequires High School/GED AND three years of office or administrative support experience OR equivalent education/experience.DESIRED QUALIFICATIONSPrior experience working with a data base program with skills beyond data entry.Prior experience in organizing filing systems – paper and electronic.Expertise with Word and Excel and the advanced functions of each: macros, merging, formulas, etc.Familiarity with University systems such as ARIBA, PROCARD, My Financial Desktop, Grant Tracker, eFECs, SAGE, GCCR, etc.Good communication skills, both verbal and written, including composition skills for business letters and other professional correspondence.Skill in the use of email as a communication tool.Good interpersonal skills as vital to interactions with faculty, staff and students.CONDITIONS OF EMPLOYMENTThis position requires an individual who is organized; works well under stress, and can juggle competing priorities. The position demands a flexible schedule and the ability to work long hours due to workload and deadlines. External deadlines imposed by Sponsored Programs, Medical Centers, Practice Plans, School of Medicine, University. Routinely attend meetings and respond to questions outside regular workdays and hours, including weekends. Meetings occur at multiple locations on and off campus and with external stakeholders. This position requires excellent communication skills and awareness of ethical and political ramifications of decisions. A grasp of the overall mission and objectives of the department within the UW School of Medicine is essential. The individual must be self-motivated, and able to work collaboratively as well as independently.Committed to attracting and retaining a diverse staff, the University of Washington will honor your experiences, perspectives and unique identity. Together, our community strives to create and maintain working and learning environments that are inclusive, equitable and welcoming.To request disability accommodation in the application process, contact the Disability Services Office at 206-543-6450 or dso@uw.edu.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.
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