University of Washington
ADMINISTRATIVE ASSISTANT 3
University of Washington, Seattle, Washington, us, 98127
Req #: 230310
Department: SCHOOL OF DENTISTRY
Posting Date: 10/28/2024
Closing Info: Open Until Filled
Salary: $3,664 - $4,882 per month
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/3/2018/02/benefits-summary-classified-staff-greater-than-half-time-20220908_a11y.pdf) This position is being re-posted. If you have already submitted your application, you do not need to submit it again, as it has been received.
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.
POSITION PURPOSEThe School of Dentistry at the University of Washington is ranked as one of the top ten dental schools in the world. The Office of the Dean provides central support for the Dean of Dentistry in leading the educational and administrative services producing highly trained dentists who are committed to serving communities across our region, including those who have been historically underserved and underrepresented. Through respect for diversity, which is instilled in all our students, faculty, staff and patients through education, training and by example, the School has established services that are team-oriented and fully committed to guiding principles of equity, diversity and inclusion.
The Administrative Assistant 3 (NE S SEIU 925 Non Supv) will provide specialized administrative support to the Dean of the School of Dentistry. This position will report to the Executive Assistant to the Dean and provide administrative support for the Dean’s travel, scheduling, recruitments, important events, special projects, and sensitive issues as needed. In addition, this position is the lead staff position supporting front office reception and a broad range of administrative duties for the Office of the Dean. Significant use of independent judgment is required to interpret departmental policies and procedures, perform complex administrative support functions with delegated authority from the Executive Assistant to the Dean as well as organizing and prioritizing work, a considerable amount of which is confidential.
The individual must also be technologically proficient with Microsoft Office suite products and other software for supporting administrative functions.
DUTIES AND RESPONSIBILITIES
Provide administrative support to the Dean and Executive Assistant to the Dean and other units within the Office of the Dean at the direction of the Executive Assistant to the Dean; prepare background information in preparation for Dean's professional commitments; serve as the primary scheduler for the Dean's calendar and establish priorities; make travel arrangements; coordinate arrangements for meetings at destination.
Provide administrative support to the Dean and Executive Assistant to the Dean and other units within the Office of the Dean at the direction of the Executive Assistant to the Dean; prepare background information in preparation for Dean's professional commitments; serve as the primary scheduler for the Dean's calendar and establish priorities; make travel arrangements; coordinate arrangements for meetings at destination.
Oversee and complete the preparation of documents related to travel, purchasing, budget and event coordination for the Dean’s travel, memberships, and related activities.
Process the Dean’s travel reimbursements.
Provide assistance to the Executive Assistant to the Dean to prepare the Dean for meeting and conferences which may include researching, developing, and producing print, electronic, and other materials for presentations.
Perform support functions for the Office of the Dean including answering phones, reception, management of visitors and any other functions necessary for the efficient operation of the Office of the Dean.
At the direction of the Executive Assistant to the Dean, serve as liaison between Dean and other staff members, transmitting assignments and requesting status information.
Coordinate and prioritize the Dean’s calendar to include a wide variety of meetings and events scheduling as directed by the Executive Assistant to the Dean. Discuss issues, projects, and deadlines with the Executive Assistant to the Dean and others in determining and setting priorities for the Dean’s schedule.
Maintain the Dean’s CV as well as CE log, Outside Professional Work Forms and other monthly compliance reports.
For Commission on Dental Accreditation (CODA) accreditation requirements, perform data collection and necessary reporting.
Draft confidential correspondence, meeting notices, agendas, reports, manuscripts, schedules, and other documents as needed.
Review, prioritize and respond to Dean’s mail, telephone calls, and other communications consistent with established standards.
Submit updates (phone list, fact sheet, etc.) to SOD IT for website items supporting the Dean’s Office.
Responsible for staffing the Dean’s Office front desk and performing related duties as required.
Serve as staff support for councils and committees as assigned by the Executive Assistant to the Deanincluding , coordinating agendas, developing materials, composing and distributing meeting notes, providing or coordinating follow-up, etc.
Become familiar with the School of Dentistry Faculty Code and assist with the summer Standing Committees elections and Administrative Committees appointments.
Provide support for the all-faculty meetings and the annual faculty retreat.
Maintain the School of Dentistry administrative phone list, listservs, and other materials/documents.
Serve as travel coordinator for Dean’s office, faculty members and visiting candidates, understanding, and adhering to School of Dentistry and University travel policies.
Serve as support staff for academic administrative reviews of departments and department chairs as assigned by the Executive Assistant to the Dean. Support may include correspondence, coordinating and maintaining meeting schedules, organizing meetings, planing interview and site visit schedules, and handle all other practical aspects of the review under the guidance to the review committee chair.
Assist in the confidential recruitment process for Department Chairs and Associate Deans to include committee support and advisement on the policies and procedures involved, working directly and independently with candidates on travel arrangements and itineraries, interview schedules, and on-site logistics.
Responsible for managing the School of Dentistry bi-weekly bulletins.
Maintain Dean’s Office supply inventory and process supply orders as needed.
Distribute mail by UWSOD departments and Dean’s Office.
Serve as backup to the Executive Assistant to the Dean to support the Dean and Dean’s Office operations.
Other duties as assigned. MINIMUM REQUIREMENTS
Requires High School/GED AND three years of office or administrative support experience OR equivalent education/experience. ADDITIONAL REQUIREMENTS
Two years’ experience calendaring, scheduling, and making travel arrangements for executive. WORKING CONDITIONS:
This position will be expected to work in the office 5 days per week. The office is in Seattle, WA (UW Health Science Building).
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.
Department: SCHOOL OF DENTISTRY
Posting Date: 10/28/2024
Closing Info: Open Until Filled
Salary: $3,664 - $4,882 per month
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/3/2018/02/benefits-summary-classified-staff-greater-than-half-time-20220908_a11y.pdf) This position is being re-posted. If you have already submitted your application, you do not need to submit it again, as it has been received.
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.
POSITION PURPOSEThe School of Dentistry at the University of Washington is ranked as one of the top ten dental schools in the world. The Office of the Dean provides central support for the Dean of Dentistry in leading the educational and administrative services producing highly trained dentists who are committed to serving communities across our region, including those who have been historically underserved and underrepresented. Through respect for diversity, which is instilled in all our students, faculty, staff and patients through education, training and by example, the School has established services that are team-oriented and fully committed to guiding principles of equity, diversity and inclusion.
The Administrative Assistant 3 (NE S SEIU 925 Non Supv) will provide specialized administrative support to the Dean of the School of Dentistry. This position will report to the Executive Assistant to the Dean and provide administrative support for the Dean’s travel, scheduling, recruitments, important events, special projects, and sensitive issues as needed. In addition, this position is the lead staff position supporting front office reception and a broad range of administrative duties for the Office of the Dean. Significant use of independent judgment is required to interpret departmental policies and procedures, perform complex administrative support functions with delegated authority from the Executive Assistant to the Dean as well as organizing and prioritizing work, a considerable amount of which is confidential.
The individual must also be technologically proficient with Microsoft Office suite products and other software for supporting administrative functions.
DUTIES AND RESPONSIBILITIES
Provide administrative support to the Dean and Executive Assistant to the Dean and other units within the Office of the Dean at the direction of the Executive Assistant to the Dean; prepare background information in preparation for Dean's professional commitments; serve as the primary scheduler for the Dean's calendar and establish priorities; make travel arrangements; coordinate arrangements for meetings at destination.
Provide administrative support to the Dean and Executive Assistant to the Dean and other units within the Office of the Dean at the direction of the Executive Assistant to the Dean; prepare background information in preparation for Dean's professional commitments; serve as the primary scheduler for the Dean's calendar and establish priorities; make travel arrangements; coordinate arrangements for meetings at destination.
Oversee and complete the preparation of documents related to travel, purchasing, budget and event coordination for the Dean’s travel, memberships, and related activities.
Process the Dean’s travel reimbursements.
Provide assistance to the Executive Assistant to the Dean to prepare the Dean for meeting and conferences which may include researching, developing, and producing print, electronic, and other materials for presentations.
Perform support functions for the Office of the Dean including answering phones, reception, management of visitors and any other functions necessary for the efficient operation of the Office of the Dean.
At the direction of the Executive Assistant to the Dean, serve as liaison between Dean and other staff members, transmitting assignments and requesting status information.
Coordinate and prioritize the Dean’s calendar to include a wide variety of meetings and events scheduling as directed by the Executive Assistant to the Dean. Discuss issues, projects, and deadlines with the Executive Assistant to the Dean and others in determining and setting priorities for the Dean’s schedule.
Maintain the Dean’s CV as well as CE log, Outside Professional Work Forms and other monthly compliance reports.
For Commission on Dental Accreditation (CODA) accreditation requirements, perform data collection and necessary reporting.
Draft confidential correspondence, meeting notices, agendas, reports, manuscripts, schedules, and other documents as needed.
Review, prioritize and respond to Dean’s mail, telephone calls, and other communications consistent with established standards.
Submit updates (phone list, fact sheet, etc.) to SOD IT for website items supporting the Dean’s Office.
Responsible for staffing the Dean’s Office front desk and performing related duties as required.
Serve as staff support for councils and committees as assigned by the Executive Assistant to the Deanincluding , coordinating agendas, developing materials, composing and distributing meeting notes, providing or coordinating follow-up, etc.
Become familiar with the School of Dentistry Faculty Code and assist with the summer Standing Committees elections and Administrative Committees appointments.
Provide support for the all-faculty meetings and the annual faculty retreat.
Maintain the School of Dentistry administrative phone list, listservs, and other materials/documents.
Serve as travel coordinator for Dean’s office, faculty members and visiting candidates, understanding, and adhering to School of Dentistry and University travel policies.
Serve as support staff for academic administrative reviews of departments and department chairs as assigned by the Executive Assistant to the Dean. Support may include correspondence, coordinating and maintaining meeting schedules, organizing meetings, planing interview and site visit schedules, and handle all other practical aspects of the review under the guidance to the review committee chair.
Assist in the confidential recruitment process for Department Chairs and Associate Deans to include committee support and advisement on the policies and procedures involved, working directly and independently with candidates on travel arrangements and itineraries, interview schedules, and on-site logistics.
Responsible for managing the School of Dentistry bi-weekly bulletins.
Maintain Dean’s Office supply inventory and process supply orders as needed.
Distribute mail by UWSOD departments and Dean’s Office.
Serve as backup to the Executive Assistant to the Dean to support the Dean and Dean’s Office operations.
Other duties as assigned. MINIMUM REQUIREMENTS
Requires High School/GED AND three years of office or administrative support experience OR equivalent education/experience. ADDITIONAL REQUIREMENTS
Two years’ experience calendaring, scheduling, and making travel arrangements for executive. WORKING CONDITIONS:
This position will be expected to work in the office 5 days per week. The office is in Seattle, WA (UW Health Science Building).
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.