ADMINISTRATIVE ASSISTANT 3 Job at University of Washington in Seattle

Req #: 241106 Department: ENVIRONMENTAL HEALTH & SAFETY Appointing Department Web Address: https://www.ehs.washington.edu/ Job Location Detail: Hybrid Eligible (3 days in office, 2 days remote) Posting Date: 11/18/2024 Closing Info: Closes On 11/25/2024 Salary: $3664 - $4882 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. The Environmental Health and Safety Department (EH&S) is a university administrative unit that assists organizational units in meeting their responsibility to protect the environment and to provide a safe and healthful place for employment and learning. EH&S supports and advances the teaching, learning, and research activities of the University of Washington by providing and coordinating programs and services that foster a safe and healthy campus community. This Administrative Assistant 3 position will provide administrative support and program administration support to the Environmental Health and Safety Department’s (EH&S) programs for public and occupational health and safety, safety training, building and fire safety, and the Employee Health Center clinic. This position will support the EH&S mission to partner with our stakeholders in meeting our shared responsibility to provide a safe campus and protect our environment. The individual serving in this position will join an integrated and multi-disciplinary team consisting of occupational safety, occupational hygiene, and safety engineering professionals. This position will directly contribute to and be accountable for creating and sustaining a culture of service, accountability, and excellence within EH&S. Additionally, this position will help to adopt strategic planning initiatives from the EH&S strategic plan and support data gathering for metrics and performance monitoring to ensure organizational efficiencies and desired outcomes are met and program goals are achieved. This position will provide complex planning and schedule management; administrative support of programs, records maintenance for regulated health and safety programs; drafting, editing, distributing correspondence and reports, maintaining electronic and paper filing systems and regulated records, generating meeting agendas and minutes, and coordination of office meetings. Additional duties will include protocol development and facilitation of office events. This position is essential in helping the UW and EH&S meet their compliance and safety responsibilities. The programs supported include, physical safety programs, accident prevention program, health and safety committee management, injury reporting and investigation, regulatory compliance programs, EH&S training program, public health programs, occupational exposure to hazardous materials, respiratory protection, biosafety cabinet program, regulated building materials, fire and life safety prevention and response program and construction project delivery for capital safety projects and project support programs. This position is responsible for the administrative functions, records management, and support for these programs and committees. DUTIES AND RESPONSIBILITIES Administrative and Supervisory Duties -- 80% • Provide direct confidential administrative and secretarial support to Assistant Directors (ADs); record and format minutes; compose and edit memos, reports and manuals, acknowledgments, notifications, regulatory, confidential and sensitive materials; sign correspondence after clearing technical or policy content with supervisor. • Resolves problems and responds to inquiries regarding department and program policies, procedures, and services; answers telephone; triages and routes messages and inquiries for the programs assigned. • Establish administrative systems and procedures and analyze current workflows and practices to ensure section compliance with departmental, University of Washington policies and/or other external policies and regulations. • Research and analyze program and administrative issues, programs, policies, or data; develop reports to provide high level context to management that may support decision making. • Lead, assign, and monitor work tasks and performance of student employees. • Manage AD schedules and help ensure priorities and meeting obligations are met; schedule section and unit meetings and draft agenda and meeting minutes; provide additional scheduling support to section managers as needed; plan and facilitate section events; reserve meeting rooms and prepare audio and visual equipment. • Arrange for training and professional development for section staff, including facilitating training registration and tracking of completed training for section staff. • Analyze equipment needs and purchases, authorize expenditures, and develop budget estimates. • Order environmental and occupational hygiene sampling supplies including instrument sampling media. • Provide backup patient coordinator duties for the Employee Health Center clinic, including administrative duties for patient records and correspondence, as well as scheduling patients and processing their submitted forms. • Develop and maintain standard operating procedures for administrative tasks and coordinate administrative standards and procedures for independent yet interrelated departmental functions. • Manage communications and documentation for the sections, including editing and distributing correspondence and reports; preparing presentation and meeting materials; compose, prepare and transmit confidential and sensitive information regarding section; interpret and respond to funding and regulatory agency inquiries, or escalate those communications, as needed. • Plan, prioritize, and communicate weekly, monthly, annual goals to ADs and section staff • Compose, prepare and transmit confidential and sensitive information. • Serve as a back up administrator for other department administrator assistants, serve on the department Administrative Support Team (AST), may also serve on other department working groups. • Direct and/or coordinate special projects of major importance to supervisor's organization or professional involvements. Health and Safety Program and Institutional Committee Support -- 10% • Provide administrative support functions for the University Wide Health and Safety Committee and other institutional committees as requested. This includes developing and maintaining paper and electronic filing systems and documents and utilizing University Shared sites (e.g., one drive and SharePoint), manage membership status/rosters, meeting minutes, and communications to members. Records Management 5%: • Manage and reconcile electronic and paper records for health and safety programs • Ensure records are maintained according to University Records Retention Schedule. • Ensure privacy of personal health and safety records. • Manage and track records sent for archiving. Other duties as assigned 5% MINIMUM REQUIREMENTS Requires High School/GED AND three years of office or administrative support experience OR equivalent education/experience. DESIRED QUALIFICATIONS • Organized, reliable, and attentive to detail • Energetic, positive, and client-services oriented team player • Excellent demonstrated professional level written and verbal communication and a high level of customer service • Proficient in the use of office technologies such as Word, Excel, PowerPoint, MS Access with a technological aptitude for learning additional software used in the Department • Highly organized and flexible in order to effectively manage rapidly changing priorities and demands, often with frequent interruptions • Proven ability to work independently, manage priorities, handle multiple projects, problem solve and exercise judgment in a highly dynamic environment • Solid critical thinking skills and the ability to collaborate closely with others • Experience working effectively with people of various backgrounds and personality types such department heads, administrators, faculty, technical staff, research and research support staff, regulatory staff, administrative support staff, and students • Experience handling sensitive, confidential information, and urgent matters in a thoroughly professional and timely manner • Strong interpersonal skills with demonstrated ability to communicate with professionalism, diplomacy, sensitivity and discretion • A high degree of discernment and confidentiality • Ability to consistently apply sound professional judgment and critical thinking to address complex issues and solve problems • A Bachelor’s degree in English, arts, sciences, communication, business, public administration, or related field • Experience in academic and general industry compliance, communication, and editing. • Familiar with public and occupational safety and compliance requirements. Application Process: The application process may include completion of a variety of online assessments to obtain additional information that will be used in the evaluation process. These assessments may include Work Authorization, Cover Letter and/or others. Any assessments that you need to complete will appear on your screen as soon as you select “Apply to this position”. Once you begin an assessment, it must be completed at that time; if you do not complete the assessment, you will be prompted to do so the next time you log into your “My Jobs” page. If you choose to take it later, it will appear on your "My Jobs" page to take when you are ready. Please note that your application will not be reviewed, and you will not be considered for this position until all required assessments have been completed. 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.