Administrative Assistant 2

Job Description

ADMINISTRATIVE ASSISTANT 2

Req #: 240629 Department: PSYCHOLOGY DEPARTMENT Job Location: Seattle Campus Job Location Detail: telework will be allowed up to 2 days per week Posting Date: 11/14/2024 Closing Info: Closes On 11/21/2024 Salary: 75% 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.
This is a part time position 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 Psychology has an outstanding opportunity for a part time Administrative Assistant 2. We are a large, fast-paced academic and research unit in the College of Arts & Sciences with a robust teaching, research and service mission. The department includes several hundred faculty, staff, and graduate students, as well as a sizeable undergraduate student population. We are looking for an energetic and highly organized person to support both our internal and external events and provide administrative support for faculty committees.
DUTIES AND RESPONSIBILITIES
Event Coordination and Special Projects

Support various department events, including the annual Allen Edwards Public Lecture, quarterly speaker seminar series, stewardship and alumni events, internal area seminars, faculty recruitment talks, promotion talks, and department-wide events such as graduate student recruitment, the Graduate Research Festival, and the hooding ceremony. Responsibilities include:

Schedule and maintain the department’s event calendar in coordination with the Communications and Outreach Specialist.

Communicate with guest speakers, lecturers, and faculty candidates to extend visitations, gather necessary information and documentation for honorarium payments, and manage travel expenses.

Confirm hotel, flight, and ground transportation arrangements for visiting speakers and candidates.

Plan and organize monthly/quarterly events for department staff, including recognition and milestone celebrations and other department-wide gatherings.

Reserve rooms for department events, seminars, and speaker visits. Assist graduate student hosts with catering and room reservations as needed.

Provide A/V set-up support for hybrid and in-person meetings.

Arrange catering and procure food and supplies using a UW issued procurement card for graduate student lunches, seminar receptions, faculty recruitment events, and department gatherings. Reconcile purchases in the Workday financial system and handle setup, teardown, and storage of event materials.

Collaborate with the Communications and Outreach Specialist to publicize lecturers, seminars, and department events through the in-house e-newsletter, department website, and across campus units and public platforms.
Scheduling and Administrative Support - Faculty committee chairs and Associate Chairs

Schedule and coordinate committee meetings for 8-10 faculty committees, sub-committees, and Associate Chairs.

Maintain and manage the scheduling calendar for all committee-related activities.

Confirm meetings are held and reschedule if necessary.

Send email notifications and meeting reminders as necessary.

Book rooms for meetings as necessary.

Manage intranet uploads of slides and recordings as necessary.

Perform additional administrative 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

Ability to exercise independent judgment in interpreting and applying UW and department policies and regulations.

Clear, concise, and effective communication skills, both in writing (memos, emails) and verbally.

Comfortable interacting with high profile individuals, faculty and customers.

Proficient in managing Zoom meetings and adaptable to new technologies.

Excellent customer service skills with a professional demeanor.

Punctual, detail-oriented, organized, and reliable.

Ability to maintain confidentiality and handle sensitive information with integrity, modeling the ethical values of the UW.

Proficient in Microsoft Word and Adobe.
DESIRED QUALIFICATIONS

Familiarity with UW systems.
CONDITIONS OF EMPLOYMENT

Ability to regularly lift and carry up to 20 pounds, and occasionally up to 40 pounds, for event setup and teardown.

Willingness to attend events outside of regular business hours as needed.

In-person work is required on Tuesdays, Wednesdays, and Thursdays, with occasional Monday or Friday availability depending on the event schedule.

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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