ADMINISTRATIVE ASSISTANT

Applications are closed

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.

One of the largest and most comprehensive humanities centers in the United States, the Walter Chapin Simpson Center for the Humanities fosters intellectual discovery across boundaries, supporting crossdisciplinary exchange among scholars at the University of Washington and beyond. The Simpson Center works with a wide range of academic departments and units at the UW as well as with cultural organizations, institutions of higher education, and granting agencies and foundations in the greater Seattle area and across the country, administering budgets totaling more than $1 million each year.

The Administrative Assistant 3 (NE S SEIU 925 Non Supv) supports the operational integrity of the Simpson Center as a nationally prominent research center. Under general direction, the Administrative Assistant performs a variety of support functions that include: managing the general occupation and maintenance of Simpson Center offices and event spaces; facilitating internal and external communications as needed by the Center’s staff; assisting the Administrator with fiscal processing and purchasing; managing the schedule of the Director. This position plays a major role in the administration of the Simpson Center’s semiannual funding rounds; supports the generation, compilation, and editing of reports and institutional records; and maintains supplies. The Administrative Assistant coordinates reception for the Center and is responsible for setting an example of excellent customer service in interactions with Center constituencies. The Administrative Assistant also assists on special projects and Center events, as assigned.

DUTIES AND RESPONSIBILITIES
Administrative Support (60%)

• Provide administrative support for semiannual funding rounds, grant proposal reviews, and other application processes.
• Coordinate facility use by processing room reservations.
• Review and edit submissions to web calendar and check against internal space calendar.
• Assist in preparing, fact-checking, proofreading, formatting and distributing reports, and correspondence including annual report and email newsletters.
• Assist with publicity, including compiling mailing lists, update web pages, and assemble weekly email newsletter.
• Schedule meetings and appointments for Director and coordinate meetings for multiple staff members with outside faculty and staff.
• Perform light secretarial duties, such as update, format, and send out correspondence.
• Run monthly donor reports and maintain internal donor files.
• Manage general exchange account.
• Support records retention compliance and updates Center files and internal reports.
• Submit and track office and kitchen inventory.
• Assist with special projects, as assigned.
  
  Reception (15%)
• Model the highest standard of client service in receiving visitors.
• Answer phones, respond to general inquiries, and route and refer calls as necessary.
• Assist with space set-up and take-away for Center events and staff events.
  
  Fiscal Support (15%)
• Submit purchase requests and reimbursements to CASSS.
• Assist Administrator on routine fiscal processing, reconciliation, and documentation duties.
  
  Internal Technology Support (5%)
• Act as liaison with Information Technology staff.
• Provide basic technical guidance and A/V assistance to Center staff and funded project groups, including light troubleshooting.
  
  Facilities (5%)
• Maintain high standards for Simpson Center event space and kitchen.
• Help coordinate office moves, installations, and orientations.
• Manage facility issues and repairs.
• Serve as Floor Warden for the Communications Building second floor.
• Assist with special projects, as assigned.
  
  MINIMUM REQUIREMENTS
• Requires High School/GED AND four years of office or administrative support experience OR equivalent education/experience.
• Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration.
  
  ADDITIONAL REQUIREMENTS
• Ability to work and thrive in a fast-paced and diverse office environment with steady foot traffic, to bear primary responsibility for the Center’s front desk staffing, and to work regular hours coinciding with the Center’s hours of operation.
• Customer service experience.
• Ability to handle multiple phone lines.
• High level of organizational skills, with a strong ability to prioritize. Must be able to balance the demands of pressing, immediate tasks with the follow-through necessary for long-term projects.
• Exceptional attention to detail.
• Excellent writing, editing, and proofreading skills.
• Positive team player and communicator who can remain flexible in changing situations and take initiative as needed.
• Superior communications skills with faculty, staff, and students at all levels.
• Proficiency with Windows operating systems  as well as advanced skills in Microsoft Word, Excel, and Outlook.
• Proficiency in use of general office machines (copier, scanner, printer, projector, etc.) and ability to troubleshoot equipment malfunctions.
  
  DESIRED QUALIFICATIONS
• Bachelor’s degree, preferably in humanities field.
• Knowledge of UW Advance system.
• Experience with Marketo, Trumba event-listing software, Google Docs, Adobe InDesign and Acrobat, Drupal, and html.
  
  Application Process: The application process 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 your “My Jobs” page. If you select to take it later, it will appear on your "My Jobs" page to take when you are access 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.