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OFFICE MANAGER (ADMINISTRATIVE ASSISTANT 3) University of Washington Seattle, WA

  • Part-Time
  • Seattle, WA
  • Applications have closed

Website University of Washington

A new part-time OFFICE MANAGER (ADMINISTRATIVE ASSISTANT 3) employment is available in Seattle, WA. Highly motivated candidates with excellent communication skills are encouraged to apply. New opportunities are offered by University of Washington.

Brief Details

Job: OFFICE MANAGER (ADMINISTRATIVE ASSISTANT 3)

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Company: University of Washington
Location: Seattle, WA

Job Description

Notes:
As a UW employee, you will enjoy generous benefits and work/life programs.
For detailed information on Benefits for this position, click here.

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 six consecutive years.

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.

The Department of Mechanical Engineering at the University of Washington embodies the collaborative, interdisciplinary spirit of our field. Working with other departments, schools, and universities, we focus on the integration of technological systems to solve practical problems in our teaching and research. Mechanical engineering is the broadest of all engineering disciplines. We team up with a wide variety of scientists and engineers on work that spans countless disciplines. We value excellence, leadership, innovation, diversity, collaboration, and agility.

The department serves approximately 600 students at any one time, graduating 138 bachelors, 65 masters, and 20 PhD degrees in the academic year of 2015-2016. This represents an increase of 35% since 2010. Currently the department has 38 tenured/tenure track and research faculty and 16 postdoctoral research associates. The department has a large portfolio of programs, graduate and undergraduate degree programs including online Master’s program and a growing number of international exchanges.

The Department of Mechanical Engineering has an outstanding opportunity for an Office Manager. This position will report to the department’s Assistant to the Chair (ATC) and supervise two – four office support staff, interpret rules, policies and procedures, develop and implement procedures. Under general supervision, provide support to the Assistant to the Chair, Administrator, and faculty in the following areas: (1) office management, (2) building coordination (shipping & receiving) and (3) administrative support for Chair’s Office. This position will be charged with supporting and maintaining effective and efficient processes for each of these areas.

RESPONSIBILITIES

Office Management

Welcome and greet guests to the department, receiving and referring visitors.

Answer telephones, responding to questions from the general public regarding departmental procedures and services.

Manage lockers, coordinate room reservations and manage equipment rental.

Under general direction, with delegated authority, interview and recommend selection of applicants, conduct training, assign and schedule work, act upon leave requests, conduct annual performance evaluations and recommend disciplinary actions for office support staff.

Oversee front office including ordering office supplies and poster printing.

Manage office support staff.

Proofread materials and draft communications for sentence structure, spelling, grammar, and punctuation.

Ensure that the Chair’s suite maintains professional appearance and demeanor.

Other duties as assigned on an as-needed basis.

Building Coordination (Shipping & Receiving)

Handle shipping and receiving, distribute mail, reconcile all budgets, file paperwork and assist with purchasing.

Keep records of all products shipped and received in Mechanical Engineering Building.

Create mailing labels and shipping documents and ensure that all orders have been filled correctly.

Serve as Building Coordinator and Fire Warden; inputting work orders, assisting with remodel coordination, maintenance and security of the building.

Manage keys.

Administrative Support for the Chair’s Office, including Visa Processing and Academic HR

Provide support to the office of the Chair, including serving as the backup to the Assistant to the Chair and Administrator to ensure ample coverage and critical function coverage, including during times of absence, vacation, and as needed.

Process requests for all incoming short-term visitors including visiting scholars, scientists, VIST/VISER Interns, and distinguished guests. Facilitate and verify dates of arrival and departure provide coordination with ATC to ensure space assignments are prepared and finalized.

Assist ATC on assembling appointment packets for all academic scholars, including Research Associates, Visiting Scholars, Visiting Scientists, Acting Instructors and Part Time Lecturers. Provide assistance to ensure all appointments are established or renewed in a timely manner.

Process requests and renewals for all academic visas, including visiting research associates, visiting scholars, visiting scientists, VISIT/VISER interns, visiting graduate students and short-term scholars. Working from an established process and timeline, communicate directly with visitor to ensure all documents are accurate, sent/received in a timely manner, and are tracked and processed through the College of Engineering and International Scholars Operations Office (ISO).

Assist ATC with all aspects of the facilitation of faculty promotion and tenure cases; including assisting with all elements of the promotion and tenure process for the department for dossier assembly, and processing with Dean’s office.

Compose office correspondence, communications with internal and external stakeholders, including assisting Chair’s office with department donor thank you cards.

Assist with planning and execution of all Chair’s department-sponsored events including, but not limited to, securing accommodations for guest speakers, space reservations, working with event services, caterers, and other stakeholders to ensure successful events.

MINIMUM REQUIREMENTS:
Requires High School/GED AND four years of office or administrative support experience OR equivalent education/experience.

ADDITIONAL REQUIREMENTS:
Experience with hiring, training and supervising.

Computer proficiency with spreadsheets and word processing. (Word, Excel)

Demonstrated ability to interpret and communicate to others complex policies and procedures.

Skilled in analyzing and synthesizing large and complex amounts of technical information.

Strong verbal and written communication skills.

Demonstrated experience working in a large, highly structured environment.

Ability to work independently with a high degree of reliability, accuracy and productivity.

Ability to handle confidential information responsibly.

Must be adept at organizational proficiency and project management, including the ability to prioritize work in a fast-paced setting.

Demonstrated ability to maintain harmonious working relationships and effectively address complex and sensitive administrative issues.

Demonstrated experience in successful handling of multiple projects with critical deadlines.

Demonstrated ability to supervise the work of others and provide mentorship and training.

DESIRED:
Bachelor’s degree in business administration, communications, marketing, or related degree AND two years of administrative and communications experience.

Familiarity with the University of Washington and its administrative structure and systems is preferred, but not required.

Experience with UW VISIT/VISER program.

Experience with academic appointments.

Experience in the application of writing skills to a fundraising program, and understanding of fundraising techniques and basic philosophy of fundraising in a higher education environment.

Highly organized with experience in providing administrative support to senior management roles.

Strong skills with website authoring software such as WordPress, Drupal, Dreamweaver, Contribute.

Working knowledge of HTML.

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.

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