ADMINISTRATIVE ASSISTANT 2 Job at MSCCN in Seattle

Req #: 239390 Department: OFFICE OF MINORITY AFFAIRS AND DIVERSITY Appointing Department Web Address: Posting Date: 09/30/2024 Closing Info: Closes On 10/18/2024 Salary: $3,492 - $4,428 per month 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. (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 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 data base 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. 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.