ADMINISTRATIVE SPECIALIST
Req #: | 169469 |
Department: | INSTITUTE FOR NUCLEAR THEORY |
Job Location: | Seattle Campus |
Posting Date: | 07/05/2019 |
Closing Info: | Open Until Filled |
Salary: | Salary and benefits are competitive. Salary is commensurate with qualifications and experience. |
Shift: | First Shift |
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 Institute for Nuclear Theory (INT) has an outstanding opportunity for an Administrative Specialist. The INT is the U.S. Department of Energy’s national center for nuclear theory which sponsors programs and workshops throughout the year, attended by over 400 visiting scientists annually from around the world. The administrative specialist serves as a liaison between the INT Director and the physics community, and has administrative responsibility for INT programs and workshops. This entails management of program information and all communication between the scientific program organizers and participants, management of the program/workshop budgets, and responsibility for the logistical details of program and workshop operation. This individual will also work cooperatively with another administrative specialist and a program coordinator, under the supervision of the INT administrator.
Program/Workshop Duties
Assist the scientific organizers with logistical planning of the program/workshop, ensuring that UW, INT, and funding agency regulations and policies are followed.
-Maintain and monitor program/workshop budgets as financial support is offered to participants, as participation dates are confirmed, and as actual expenses are incurred. Provide updates to the program organizers, the INT Director, and the INT Administrator as needed.
-Ensure that an adequate number of visitor desks will be available for invited participants. When events will be overfull, in consultation with organizers, inform participants about alternate working spaces that will be available during their visit.
-Handle correspondence with organizers and participants through email as well as official letters of invitation offering financial support, and letters confirming program participation and housing/travel arrangements. Prepare Federal Express shipments for time-sensitive correspondence as required.
-Update participant mailing addresses.
-Regularly prepare expense reports.
-Serve as the funding approver for participant expense reimbursements.
Other General Duties
REQUIREMENTS:
ADDITIONAL REQUIREMENTS:
DESIRED:
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 Work 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.