University of Washington
ADMINISTRATIVE ASSISTANT 2
University of Washington, Seattle, Washington, us, 98127
ADMINISTRATIVE ASSISTANT 2
Req #: 239390
Department: OFFICE OF MINORITY AFFAIRS AND DIVERSITY
Job Location: Seattle Campus
Posting Date: 09/30/2024
Closing Info: Closes On 10/18/2024
Salary: $3,492 - $4,428 per month
Union Position: Yes
Shift: First Shift
Benefits: As a UW employee, you will enjoy generous benefits and work/life programs.
The Office of Minority Affairs & Diversity has an outstanding opportunity for an Administrative Assistant 2 (NE S SEIU 925 Non Supv) to join their team.
The OMA&D Administrative Assistant 2 is primarily responsible for providing office reception and general administrative support for the OMA&D Vice President/University Diversity Office suite. Reporting to the Senior Director of Strategy and Planning, the position will perform a variety of routine office support functions such as greeting visitors, answering telephones and checking departmental voicemail, distributing mail and other office materials, copying and scanning materials, filing documents in a filing system, and typing correspondence, memoranda, reports and forms using word processing, spreadsheet and other software applications.
This position will also provide executive secretarial support to the Associate Vice President for College Access and other staff, as needed.
This position will independently perform administrative assignments of increasing variety and complexity that requires knowledge of University of Washington and OMA&D policies and guidelines. In addition, this position will also help schedule meetings, maintain multiple calendars, coordinate venues, take meeting minutes, edit, and summarize minutes for distribution, and arrange departmental events or student-related functions.
This position will independently perform a variety of complex clerical projects and assignments such as preparing reports, preparing, reviewing, verifying and processing fiscal documents and/or financial records, composing correspondence such as transmittals and responses to frequent requests for information, establishing manual or electronic record keeping/filing systems and/or database files, and responding to inquiries requiring substantive knowledge of office/departmental policies and procedures.
The Administrative Assistant 2 is a 100% in-person position and is required to be in the office between 8:00 a.m. to 5:00 p.m., Monday through Friday.
DUTIES AND RESPONSIBILITIES
Office reception (70%)
Serve as the primary receptionist and oversee reception activities for the suite.
Answer telephones following clearly established guidelines, answer routine questions, receive and refer visitors, and function as a receptionist.
Operate a variety of office equipment, such as computer/word processor and associated software, calendar, document imaging, printers, multi-line phone system, and copy machine.
Serve as point of contact for office equipment maintenance and facilities repairs in the 320-suite.
Track and receive office supply inventory, order and stock supplies, and maintain records of orders.
Serve as a contact for vendors, responding to a variety of questions based on departmental knowledge.
Retrieve and distribute mail and receive delivered packages for OMA&D staff.
Establish and manage departmental files and record keeping systems in accordance to established record retention cycles.
Review and assess content of documents and data for accuracy following University of Washington and OMA&D guidelines and policies.
Create a positive, attentive, and welcoming in-person presence, greeting and assisting all guests and employees.
Ensure tidiness of 320-suite reception spaces and refresh program materials and lobby displays.
Secretarial support (25%)
Perform executive secretarial support to the Associate Vice President for College Access.
Provide occasional executive secretarial support to administrative head and other executive staff.
Schedule meetings, maintain multiple calendars, coordinate venues, take minutes of meetings, edit and summarize minutes for distribution.
Coordinate travel arrangements and itineraries with external agencies or contracts following University of Washington and OMA&D policies, prepare and complete travel expense reports, timesheets, payroll reports, and personnel forms.
Handle sensitive and confidential documents or materials with care and discretion.
Review documents, records, and applications for completeness, accuracy, and compliance with rules.
Type, proofread, and edit content of documents and presentation materials using broad-based software skills.
Compose, sign, and release correspondence on behalf of department or unit management.
Arrange departmental events or student-related functions.
Other duties as assigned (5%)
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
Reliable and punctual.
Demonstrated ability to provide excellent customer service.
Able to organize tasks, complete work and meet deadlines.
Ability to productively and respectfully communicate and interact in person, on the phone, virtually, and in writing.
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.
The University of Washington is an affirmative action and equal opportunity employer. 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 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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Req #: 239390
Department: OFFICE OF MINORITY AFFAIRS AND DIVERSITY
Job Location: Seattle Campus
Posting Date: 09/30/2024
Closing Info: Closes On 10/18/2024
Salary: $3,492 - $4,428 per month
Union Position: Yes
Shift: First Shift
Benefits: As a UW employee, you will enjoy generous benefits and work/life programs.
The Office of Minority Affairs & Diversity has an outstanding opportunity for an Administrative Assistant 2 (NE S SEIU 925 Non Supv) to join their team.
The OMA&D Administrative Assistant 2 is primarily responsible for providing office reception and general administrative support for the OMA&D Vice President/University Diversity Office suite. Reporting to the Senior Director of Strategy and Planning, the position will perform a variety of routine office support functions such as greeting visitors, answering telephones and checking departmental voicemail, distributing mail and other office materials, copying and scanning materials, filing documents in a filing system, and typing correspondence, memoranda, reports and forms using word processing, spreadsheet and other software applications.
This position will also provide executive secretarial support to the Associate Vice President for College Access and other staff, as needed.
This position will independently perform administrative assignments of increasing variety and complexity that requires knowledge of University of Washington and OMA&D policies and guidelines. In addition, this position will also help schedule meetings, maintain multiple calendars, coordinate venues, take meeting minutes, edit, and summarize minutes for distribution, and arrange departmental events or student-related functions.
This position will independently perform a variety of complex clerical projects and assignments such as preparing reports, preparing, reviewing, verifying and processing fiscal documents and/or financial records, composing correspondence such as transmittals and responses to frequent requests for information, establishing manual or electronic record keeping/filing systems and/or database files, and responding to inquiries requiring substantive knowledge of office/departmental policies and procedures.
The Administrative Assistant 2 is a 100% in-person position and is required to be in the office between 8:00 a.m. to 5:00 p.m., Monday through Friday.
DUTIES AND RESPONSIBILITIES
Office reception (70%)
Serve as the primary receptionist and oversee reception activities for the suite.
Answer telephones following clearly established guidelines, answer routine questions, receive and refer visitors, and function as a receptionist.
Operate a variety of office equipment, such as computer/word processor and associated software, calendar, document imaging, printers, multi-line phone system, and copy machine.
Serve as point of contact for office equipment maintenance and facilities repairs in the 320-suite.
Track and receive office supply inventory, order and stock supplies, and maintain records of orders.
Serve as a contact for vendors, responding to a variety of questions based on departmental knowledge.
Retrieve and distribute mail and receive delivered packages for OMA&D staff.
Establish and manage departmental files and record keeping systems in accordance to established record retention cycles.
Review and assess content of documents and data for accuracy following University of Washington and OMA&D guidelines and policies.
Create a positive, attentive, and welcoming in-person presence, greeting and assisting all guests and employees.
Ensure tidiness of 320-suite reception spaces and refresh program materials and lobby displays.
Secretarial support (25%)
Perform executive secretarial support to the Associate Vice President for College Access.
Provide occasional executive secretarial support to administrative head and other executive staff.
Schedule meetings, maintain multiple calendars, coordinate venues, take minutes of meetings, edit and summarize minutes for distribution.
Coordinate travel arrangements and itineraries with external agencies or contracts following University of Washington and OMA&D policies, prepare and complete travel expense reports, timesheets, payroll reports, and personnel forms.
Handle sensitive and confidential documents or materials with care and discretion.
Review documents, records, and applications for completeness, accuracy, and compliance with rules.
Type, proofread, and edit content of documents and presentation materials using broad-based software skills.
Compose, sign, and release correspondence on behalf of department or unit management.
Arrange departmental events or student-related functions.
Other duties as assigned (5%)
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
Reliable and punctual.
Demonstrated ability to provide excellent customer service.
Able to organize tasks, complete work and meet deadlines.
Ability to productively and respectfully communicate and interact in person, on the phone, virtually, and in writing.
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.
The University of Washington is an affirmative action and equal opportunity employer. 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 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.
#J-18808-Ljbffr