ADMINISTRATIVE ASSISTANT 2
Req #: | 167060 |
Department: | CHEMICAL ENGINEERING |
Job Location: | Seattle Campus |
Posting Date: | 08/01/2019 |
Closing Info: | Closes On 08/15/2019 |
Salary: | $2,907.00 - $3,858.00 |
Union Position: | Yes |
Shift: | First Shift |
Notes: | For detailed information on Benefits for this position, click here. |
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. All of which has allowed the UW to be nationally recognized as a “Great College to Work For” for five consecutive years.
The Department of Chemical Engineering (ChemE) has an outstanding opportunity for a full-time Administrative Assistant 2.
The University of Washington (UW) is proud to be one of the nation’s premier educational and research institutions. Our people are the most important asset in our pursuit of achieving excellence in education, research, and community service. Our staff not only enjoys outstanding benefits and professional growth opportunities, but also an environment noted for diversity, community involvement, intellectual excitement, artistic pursuits, and natural beauty.
The Department of Chemical Engineering (ChemE) has more than 25 faculty, 20 postdocs, and 20 staff. ChemE has a long tradition of openness and innovation. We recognize and value the perspectives and contributions that everyone, including women, ethnic and racial minorities, LGBTQ+, differently-abled, veterans, and under-served individuals can bring to our discipline. We actively advance the inclusion and representation of these groups, whose views, goals and participation enrich and enhance UW ChemE’s mission to create knowledge and solutions for a changing world.
RESPONSIBILITIES
Under general supervision, independently perform administrative assignments that require knowledge of UW and department policies and guidelines. Perform a variety of complex clerical projects and use independent judgment for non-routine matters. This position makes purchases, provides reception, reconciles financial data, and performs time-tracking for staff and hourly employees.
FISCAL SUPPORT
Under general supervision, the Administrative Assistant 2 will initiate purchases, process reimbursement requests, and reconcile budgets.
• Reconcile Procard, as a cardholder. Assign and verify correct budgets and accounting codes for each expenditure.
• Prepare and complete travel expense reports and other reimbursements.
• Serve as a liaison to the Procurement Office and the Travel Office.
• Confirm that proper receipts, documentation, and approvals are collected and archived. Ensure that internal controls are followed and that there is a comprehensive audit trail with appropriate authorizations and other required backup.
• Reconcile budgets, locating and matching source documents with posted expenditures, and resolving any discrepancies. Ensure that finance managers are aware of pending issues and make suggestions on how to resolve them.
• Establish and maintain official records in accordance with department and UW policies.
RECEPTION
Serve as receptionist for the business office.
• Receive and refer visitors and answer departmental phone.
• Maintain the mail room, daily shipping/receiving (via UPS, FedEx, and USPS), and process incoming/outgoing mail.
• Monitor the inventory of office, kitchen, and first aid supplies and purchase additional supplies as needed.
• Issue keys following department procedures, including appropriate documentation and receipt of key deposits. Maintain building keys in an Access database.
• Coordinate and schedule meetings as requested in Benson Hall or alternative locations on campus. Maintain booking calendars for rooms in Benson Hall.
• Operate and maintain departmental office equipment throughout the building.
• Other duties as assigned.
WORKDAY TIME TRACKING
Review time and absence for hourly employees and staff in Workday. Coordinate and handle confidential information and ensure compliance with UW payroll policies. Counsel employees on leave and timekeeping matters. Respond to inquiries and provide information to employees.
• The Administrative Assistant 2 has the following Workday roles - Time and Absence Initiate.
• Run, audit and review timekeeping and leave related reports on a regular basis, ensuring records are complete, accurate, and in compliance with UW and department policies.
MINIMUM REQUIREMENTS:
Requires High School/ GED AND two years of office or administrative support experience OR an equivalent combination of education and/or experience.
DESIRED:
• Excellent organizational, telephone, verbal and written communication skills.
• Demonstrated “service” orientation.
• Ability to work in a fast-paced office and accommodate sudden changes in priorities and assignments.
• Flexibility and ability to work well with a diverse audience.
• Ability to work with confidential and sensitive information and to collaborate in teams to provide service.
• Ability to manage and independently prioritize multiple tasks, ensuring that goals are met and projects are completed in a timely manner.
• Experience with Microsoft Office Suite.
Equivalent education/experience can substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration.
Application Process:
The application process for UW positions 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 Workforce 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 access your “My Jobs” page. If you select 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.
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 a leader in environmental stewardship & sustainability, and committed to becoming climate neutral.
The University of Washington is an equal opportunity, affirmative action employer. To request disability accommodation in the application process, contact the Disability Services Office at 206-543-6450 / 206-543-6452 (tty) or dso@uw.edu.