Office Coordinator

Job Description

OFFICE COORDINATOR

Req #: 233448 Department: COMPUTER SCIENCE AND ENGINEERING Job Location: Seattle Campus Posting Date: 04/24/2024 Closing Info: Closes On 05/08/2024 Salary: $3,557 - $4,740 per month Other Compensation: Union Position: Yes Shift: First Shift 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, 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 Paul G. Allen School of Computer Science & Engineering at the University of Washington educates tomorrow’s innovators, conducts cutting-edge research in core and emerging areas of the field, and leads a broad range of multi-disciplinary initiatives that demonstrate the transformative power of computing. Consistently ranked among the top computer science programs in the nation, the Allen School is widely recognized for its success in promoting diversity and for the impact of its research and teaching across our region and around the globe. The Allen School occupies two spectacular buildings — the Paul G. Allen Center and the adjacent Bill & Melinda Gates Center — located at the heart of the UW campus in Seattle.
The Allen School has an outstanding opportunity for an Office Coordinator/Receptionist.
The Office Coordinator/Receptionist (Administrative Assistant 3) will independently manage day-to-day front office operations for one of the two Allen School centers, professionally greeting and assisting Allen School leadership, faculty, staff, students and visitors. Working under general supervision, this highly customer-oriented position will independently perform tasks focused on front office operations and reception, resolve problems, and respond to inquiries, drawing on knowledge of policies, procedures, and the office operations needs of an academic department. This position is a member of the highly collaborative Operations team, with 8 full-time staff and 7 student assistants. The Operations team provides a broad range of building and operations support, including front office operations/reception, phones, events and catering, building access and keys, furniture, alterations, building safety, facilities and maintenance, and database management. This position reports to the Operations Manager, and works closely with the Assistant Director of Facilities.
DUTIES AND RESPONSIBILITIES

Answer multi-line telephones, refer visitors, resolve problems and respond to inquiries regarding departmental procedures and services.

Support the Allen School student services suite. Receive visitors for the key staff and faculty, provide general information about the Allen School, and refer visitors to appropriate resources on campus. Requires knowledge of Allen School programs, and general UW programs.

Develop guidelines, policies and procedures for front office functions. Update copy on internal web pages and/or other resources to communicate front office services. Devise, evaluate and revise forms.

Process incoming and outgoing mail. Maintain mailboxes for building faculty, staff, students, and visitors. Coordinate departmental shipping requests via UPS, FedEx, and USPS.

Establish and maintain financial records for the UW Procurement card ghost account for express shipments. Reconcile charges using the on-line PaymentNet system, and provide the business office with appropriate reports and documentation.

Utilize the UW CAAMS database to provide appropriate student, staff, faculty, visitor access to the building and labs. Run access reports as requested. Schedule room unlock/lock requests from various Allen School groups.

Utilize the UW facilities work order system to submit requests for building maintenance repairs and notify Facilities Coordinators.

Maintain inventory of office, kitchen and first aid supplies using UW ProCard and online UW purchasing/ordering systems. Monitor purchases to assure they are within budget limitations. Maintain corresponding records.

Operate and maintain office equipment including copy, fax and shredding machines. Schedule copier maintenance.

Schedule shredding bin pickups with off-campus vendors as needed.

Assist the Operations Manager, Assistant Director of Facilities and Facilities Coordinators with card-key issues, open loading dock doors for deliveries, perform general maintenance and clean up for first floor spaces including the lounge/kitchen, supply area, copy room, reception area and mailrooms, offices as needed. Move office/conference furniture as directed.

Assist Events Team with events set up and logistical support during events. Return tables and other event equipment left in the reception area or graduate mailroom to the storage area.

Utilize Operations internal ticketing system to provide various services to the Allen School community such as access requests, maintenance requests, etc.

Utilize internal catering order system to track and prepare carts for events with food.

Prepare kitchen for school operations: prepare coffee, stock consumables, empty dishwasher.

Ensure student building assistants complete their daily tasks that pertain to front desk operations.

Provide general administrative support to Allen School faculty and staff. Other duties as assigned.
MINIMUM REQUIREMENTS

High School/GED AND three years of Office or Administrative Support experience OR equivalent education/experience.
ADDITIONAL REQUIREMENTS

Demonstrated ability to multitask; manage multi-phone line system, assist visitors and receive projects from faculty/staff simultaneously.

Demonstrated customer service experience, preferably with public interface.

Proficiency with the use of computers, email, spreadsheets, Internet systems, and effective Internet research skills.

Effective writing skills. Proven ability to write clear emails with a positive tone, correct grammar and punctuation, and follow standards when applicable.

Basic math proficiency for performing computations.

Effective interpersonal communication and customer service skills. Ability to work professionally with donors or other constituents, colleagues, students, and the general public.

Proven ability to work independently and problem solve, take initiative, set priorities and handle multiple projects and deadlines, as well as the ability to respond effectively to changing priorities.

Positive, optimistic, success-oriented attitude.
CONDITIONS OF EMPLOYMENT

Must be physically capable of lifting and moving up to 20 lbs. on a regular basis.

Must be able to work in-person from 8am to 5pm and must have the flexibility to work overtime for special events. Note that requests for discretionary time off during peak event times (e.g. mid-September through mid-November) typically cannot be granted.

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 [email protected] .

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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