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. All of which has allowed the UW to be nationally recognized as a “Great College to Work For” for five consecutive years.
The UW Information School (iSchool) is looking for an Administrative Coordinator for Faculty Administrative Services. This position serves as the face of the iSchool, greeting and assisting guests, visitors and callers and setting the overall tone for the Dean’s office. The individual in this position plays a critical role as a team player providing assistance and back up to the Administrative Support Manager for Faculty Administrative Services, the Assistant to the Dean and directly to the Dean when needed, as well as providing administrative assistance to all faculty, staff and students of the Information School. The Administrative Coordinator for Faculty Administrative Services is expected to be adaptable, professional, customer-service-oriented, and well organized.
The iSchool is a community of diverse disciplines, professional fields, and areas of expertise engaged with the study of information and its use by people and organizations. We conduct rigorous research and create challenging learning environments that make a difference throughout the region, the state of Washington, the nation, and the world.
We are an open, ethical, highly engaged and collaborative community based on trust, transparency and mutual respect. We believe in the importance of quality of life, embracing diversity, making a difference and having fun.
A sustained engagement with global communities of practice allows our work to remain relevant and cutting-edge. We are dedicated to attracting and nurturing a diverse group of students, faculty and staff and we are committed to helping all members of our community to achieve their fullest potential.
In the iSchool there is an expectation that all faculty and staff will step up where they see an opportunity to apply their special expertise or talents, speak up when they identify opportunities or concerns, and lead by taking actions that exemplify the iSchool’s core values. Leadership within the iSchool is expressed in diverse ways reflecting the variety of styles and cultures that are represented by our faculty and staff.
WHAT YOU’LL BE DOING
General Reception and Administrative Support
Open and close the Dean’s Office suite and coordinate office hours with the Assistant to the Dean and Assistant to the Associate Dean for Research for the Deans’ suite, including signage and CAAMS door locking (changing CAAMS locking times when necessary).
Receive phone calls for main phone number of the School and manage general iSchool email; resolve problems, answer questions regarding programs, policies and procedures, and connect callers/emailers with the proper person(s).
Greet the public; resolve problems, answer questions and direct them to where they need to go within the School and across campus.
Develop and apply substantial knowledge of office and departmental policies and procedures.
Provide general administrative assistance to the Assistant to the Dean and directly to the Dean as needed, including tracking the Dean’s schedule on a daily basis. Provide assistance and back up to the Associate Dean for Research when the Assistant to the Associate Dean is unavailable. Provide assistance and back up to the Associate Dean of Faculty Affairs when the Administrative Specialist for Faculty Affairs and Elected Faculty Council is unavailable. This may require scheduling meetings for the Dean, and the Associate Deans for Faculty Affairs and/or Research.
Assist the Administrative Specialist - Faculty Affairs and Elected Faculty Council with faculty visits to the School where necessary.
Maintain iSchool memberships with various organizations and ensure timely renewals as needed.
Monitor multiple calendars.
Reconcile UW Club bills for the Dean’s account.
Order and maintain office supplies within established guidelines using Web-based ordering systems, including eProcurement and ProCard. Keep an inventory to determine reorder quantities and levels. Maintain supply cabinets and storage areas in an orderly fashion.
Compose and prepare routine office correspondence. Prepare food purchase forms. Draft, proofread, scan, copy, and send letters, memos, course materials, and documents for faculty and staff. Create surveys using UW Catalyst WebQ.
Create and maintain directories for the School, including the internal School directory of faculty, staff, quarterly faculty, and adjunct faculty, and review for consistency with the iSchool Web Directory. Maintain spreadsheets of faculty office hours (each quarter).
Responsible for School mail in Mary Gates Hall including: assigning and managing mailboxes for faculty, staff, and students; sorting all incoming mail; opening mail addressed to the School to determine its proper dissemination; preparing all special outgoing mail such as FedEx and UPS packages; delivering and picking up the mail to/from mailroom daily.
Maintain Dean’s Office files including the creation and maintenance of a database record of what is in the filing system, and maintenance of the files themselves per state records retention requirements and recommendations from UW Libraries Special Collections for materials of historical value.
Administrative Support – Faculty Administrative Services (FAS)
Coordinate faculty events including facility reservations, planning, catering according to approved budgets, submitting proper UW food forms and permits, and overseeing volunteers as needed.
Schedule general meeting room reservations on behalf of all iSchool faculty, staff, and students using Web-based tracking systems for rooms in Mary Gates Hall; communicate with other campus staff and departments to find rooms for various iSchool meetings across campus; resolve issues, and find alternative solutions as needed.
Coordinate invoicing for the VSD Lab’s Envisioning Cards course materials. Coordinate with the UW Bookstore to generate invoices associated with bookstore purchase orders. Track invoices and PO’s for VSD Lab Coordinator.
Under the guidance of the FAS Administrative Support Manager, assist faculty by submitting Purchase and Travel Reimbursements to iFinance for processing.
Provide backup assistance to FAS Administrative Support Manager in managing the GAhelp Request Tracker account – assess and assign RT tickets, provide clarifying comments and responses in RT for GA Crew and faculty review and action.
Assist FAS Administrative Support Manager with Faculty Travel Administration – updating FAS SharePoint Faculty Travel Documents log and Travel Assistance Logs with completed faculty travel intakes, approvals, and reimbursements.
Assist FAS Administrative Support Manager with administering merit review document flow and faculty activity database updating.
Assist FAS Administrative Support Manager with hiring new graduate assistants yearly for the following year -- help with interviews, reading applications, and other tasks as needed.
Attend Faculty Affairs related meetings including: Faculty Affairs quarterly team meetings, Faculty Administrative Services bi-weekly check-ins, and bi-weekly 1:1 meetings with FAS Administrative Support Manager.
Other Duties
Instruct and train iSchool faculty, staff, and students on how to use the University of Washington Web-based equipment, room reservation systems (as needed), and all office machinery, including phones, copiers/scanners, and fax machine.
Assist with coordination of Dean’s Office events, e.g., room reservations, planning, catering according to approved budgets.
Maintain all office machinery, including 4 high-capacity Ricoh Multipurpose Copiers in MGH, paper shredders, and fax machine: replace toner, paper and other accessories required for proper function. Troubleshoot all office machinery malfunctions and contact the appropriate service repair company, making sure that problems are resolved expeditiously. Regularly assess the condition of all office machinery in order to maintain and ensure machines are meeting the volume and quality requirements of the School.
Maintain order in the Dean’s suite common areas – reception and waiting area and the kitchen/copy room, as well as Dean’s office conference room - MGH 372.
MINIMUM REQUIREMENTS:
Requires High School/GED AND four years of office or administrative support experience OR equivalent education/experience.
ADDITIONAL REQUIREMENTS:
Expertise with the Microsoft Office suite of software tools, including but not limited to Word (mail merge, footer/header notes, outlines), Excel and Outlook.
Experience using SharePoint and the University of Washington Web-based Catalyst system (creating surveys); and uploading/downloading of files.
Demonstrated ability to learn new technologies and systems.
Minimum of 6 months experience with scheduling.
Must demonstrate excellent communication skills in English; both written and oral.
Demonstrated success in working with diverse populations.
Must show demonstrated ability to organize and prioritize multiple tasks and work effectively under the pressure of deadlines.
Must be able to work independently and as part of a team.
Individual must be very detail-oriented.
Professional demeanor is required.
DESIRED:
Experience using Adobe Acrobat, Visio, SharePoint, Access, online ticketing systems (i.e. Request Tracker) and online ordering systems (i.e. eProcurement and Office Depot)
Experience using University of Washington online room scheduling platforms and web-based Catalyst Tools system (creating surveys);
Experience working with undergraduate and graduate students.
Equivalent education/experience can substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration.
WHAT’S IN IT FOR YOU
Benefits, including medical and dental insurance and retirement plan
Paid vacation and sick leave, as well as 10 paid holidays a year and one personal day
Subsidized transit
Work for an exciting, cutting-edge school within the University of Washington
CONDITIONS OF EMPLOYMENT
A satisfactory outcome of a reference check of previous employment
This position is required to work a core set of hours between 8:00 a.m. and 5:00 p.m. Monday through Friday.
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.
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