ADMINISTRATIVE ASSISTANT 3
Req #: | 172298 |
Department: | SCHOOL OF MEDICINE |
Job Location: | South Lake Union |
Posting Date: | 10/02/2019 |
Closing Info: | Closes On 10/16/2019 |
Salary: | $3,255 - $4,338/month |
Union Position: | Yes |
Shift: | First Shift |
Notes: |
As a UW employee, you will enjoy generous benefits and work/life programs.
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 six consecutive years.
The School of Medicine has an outstanding opportunity for an Administrative Assistant 3.
This position will provide support in the operational, personnel and financial activities of School of Medicine, Office of Facilities. In addition to staffing daily operations, this position assesses, prioritizes, and organizes numerous projects and initiatives under the guidance of the Director. This position must be able to evaluate current and new work needs, independently triage next steps and the need for staff participation, and independently follow through on completion and closeout activities. The incumbent will independently develop protocols for information management systems that efficiently support the Director’s operational needs. The incumbent will interface regularly with multiple units across UW operated and affiliated facilities.
DUTIES AND RESPONSIBILITIES
Support to Director of Facilities
Serve as the primary communication liaison for the Director of Facilities. Ensure timely and effective communication between executive leadership and key customers. Exercise independent judgment in responding to a wide range of non-routine matters. Independently request follow-up and action as necessary and establish priorities, ensuring that all official obligations are met and materials are prepared to meet commitments. Establish and administer policies and procedures for evaluating incoming requests, updates, and committee support requiring the Director’s participation. Assure confidentiality as required.
Office Management and Project Support
Independently develop and administer standard policies and procedures for tracking, routing, executing and filing project documents through Facilities unit Managers, committee leadership, other School of Medicine (SoM) Dean's Office units, and other campus units in a proactive, timely, and efficient manner. Serve as the primary communication liaison for unit Managers. Ensure timely and effective communication between Managers and key customers. Establish effective systems for document preparation for numerous projects and initiatives. Follow through on decisions and post-meeting action items. Independently manage complex S1 parking allocation process and furniture and equipment procurement.
Financial Management
Assist Director and Unit Managers with monthly budget reconciliation, purchase orders and surplus requests, quarterly capital project report, and annual capital plan updates. Exercise independent judgment to resolve financial and budget concerns, and report variances to Director and Unit Managers. Develop and maintain databases and tracking systems for budget recordkeeping in compliance with federal, state and University regulations. Monitor policy issues affecting UW Medicine financial operations. Independently manage complex procurements in compliance with University policies.
Other Duties as Assigned
Assist the Director and Unit Managers as required. Assist with facilities projects and service needs as required. Serve as administrative backup support for Vice Dean, Research and Graduate Education operations.
MINIMUM REQUIREMENTS
Equivalent education/experience will substitute for all minimum qualifications except where there are legal requirements such as license/certification/registration.
DESIRED REQUIREMENTS
WORKING CONDITIONS
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.