Administrative Assistant (0.5 Fte)

Job Description

ADMINISTRATIVE ASSISTANT (0.5 FTE)

Req #: 238725 Department: OTOLARYNGOLOGY/HEAD AND NECK SURGERY Appointing Department Web Address: https://sites.uw.edu/hearing/ Job Location: Health Sciences Center, Seattle Campus Job Location Detail: On site Posting Date: 11/08/2024 Closing Info: Closes On 11/15/2024 Salary: 50% of $3,492 - $4,428 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 Department of Otolaryngology/Head and Neck Surgery has an outstanding opportunity for a part time Administrative Assistant (NE S SEIU 925 Non Supv) to join their team.
This is a part-time (50%) position within the Department of Otolaryngology- Head and Neck Surgery – the primary location and duties will be performed at the Virginia Merrill Bloedel Hearing Research Center.
DUTIES AND RESPONSIBILITIES
The Virginia Merrill Bloedel Hearing Research Center, affiliated with the Department of Otolaryngology - HNS, facilitates and conducts collaborative basic science research in hearing, balance and other communication disorders. Under direct supervision of the more senior Administrative Assistant and/or Administrator of Program Operation, the Administrative Assistant's duties will include, but are not limited to, the following:
Clerical:

Acting as the resource person for records retention (archives/ dispose/shred/keep) and surplus processes

Assisting with records (archival) and surplus disposal and recycling

Collecting and entering data in Excel

Developing polls, forms and surveys and tracking responses

Managing office inventory – maintaining and organizing supplies

Duplicating and distributing Participant Pool Packets

Sorting and distributing department mail and packages

Scanning, copying and filing documents, maintaining appropriate confidentiality

Performing other general duties as assigned
Events:

Participating in event and activity preparation and coordination with other VMBHRC staff, including but not limited to: SHACS, Bloedel Board of Trustees meeting, biannual CIAP Conference, and in-house/Affiliate social events

Developing tracking tools for attendees and keep them up to date
Finance:

Preparing purchase orders, researching best costs and shipping

Tracking order fulfillment, following up with recipients and sending packing slips to confirm receipt of purchased items

Developing a detailed working knowledge of UW Travel and UW Procurement guidelines and restrictions

Preparing Pre Travel Request Forms (PTRFs), working with faculty and guests to find and book the best travel options and collecting all required documentation

Requesting checks of budget balances and seeking faculty budget approval

Processing reimbursements via UW software Workday (training available)
Lab Support:

Assisting with organization of scientific labs

Weekly tasks as assigned by lab managers
Website:

Performing basic website work
Faculty and general admin support:

Provide assigned faculty with administrative support to include scheduling, travel arrangement, reimbursement, and purchasing.

Analyze equipment and supply needs, research vendors, develop budget estimates, and propose purchases. Analyze personnel, financial, payroll, and other data and create reports as needed.

Provide back-up and assistance to other VMBHRC staff as needed.

Manage and/or assist with special projects and other duties as assigned.
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

High proficiency with Microsoft Office Suite, particularly Word and Excel.

Excellent verbal and written communication skills, especially demonstrated competence in composing correspondence, written reports and minutes, and copyediting for spelling and grammatical errors.

Extraordinary attention to detail and high level of organizational skills.

Strong initiative to identify problems, investigate and propose solutions, and reach out to colleagues for guidance.

Excellent follow-through, providing status updates and reporting task completion.

Exceptional time management and prioritization skills, with the ability to effectively manage multiple competing demands.

Must be professional, exercise good judgment and maintain discretion and confidentiality.
DESIRED QUALIFICATIONS

Proficiency with Microsoft products including PowerPoint, SharePoint, and Teams.

Ability to work equally well on Windows and Apple operating systems.

Experience working with Adobe products such as Acrobat DC and Photoshop.

Advanced copyediting skills for tone and style inconsistencies, awkward syntax, and poor word choice.

Experience working in an academic department including experience working directly with and providing support to students, residents, fellows, and/or faculty.

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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