Jobs

Office Assistant

Apply through the UW Employment website, Req. #128056. For priority consideration, apply by January 18, 2016.

The Office Assistant (Office Assistant 3) position supports the operational integrity of the Simpson Center as a nationally prominent research center. Under general direction, the Office Assistant performs a variety of support functions that include: managing the schedules of the Director and Assistant Director; managing the general occupation and maintenance of Simpson Center offices and event facilities; facilitating internal and external communications as needed by the Center’s leadership team; assisting with fiscal processing and purchasing; and coordinating technology support for the Center. This position plays a major supporting 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 Simpson Center files according to university and unit retention policies. The Office Assistant coordinates reception for the Center and is responsible for setting an example of excellent customer service in interactions with Center constituencies, including members of the Seattle and University community, representatives of other universities and agencies, and visiting speakers. The Office Assistant also assists on special projects and Center events, as assigned. 

This position reports to the Administrator and may supervise student assistants.

Clerical/Administrative Support (65%)

  • Coordinate facility use and maintenance 
  • Process room reservations, maintain space calendars 
  • Schedule meetings and appointments for Director, Assistant Director, and other staff 
  • Perform light secretarial duties, such as drafting and formatting correspondence 
  • Assist in preparation, fact-checking, proofreading, and editing of reports, publicity materials, and correspondence including annual report and email newsletters
  • Run monthly donor reports, generate donor thank you letters, and maintain internal donor files as well as University systems for donors and development 
  • Manage general exchange account (uwch) 
  • Support records retention compliance 
  • Provide administrative support for semiannual funding rounds, grant proposal reviews, and other application processes 
  • Maintain Center files and update databases 
  • Assist with special projects, as assigned 
  • Submit and track office purchasing requests 
  • Create and distribute Center mass emails 
  • Review and edit submissions to web calendar and check against internal space calendar 

Reception (15%)

  • Coordinate and manage student assistants in their role serving as first point contact for the Center
  • 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 event preparation and event staffing

Fiscal Support (10%)

  • Assist Administrator on routine fiscal processing, reconciliation, and documentation duties

Internal Technology Support (5%)

  • Use and maintain SharePoint platform for collaborative work
  • Act as liaison with Information Technology support department in A&S Dean’s Office; communicate Center requests and coordinate installations and upgrades for Center offices
  • Provide basic technical guidance and assistance to groups using A/V in the Center’s space, including light troubleshooting

Facilities (5%)

  • Keep space and kitchen orderly and neat
  • Help coordinate office moves, installations, and orientations
  • Serve as Floor Warden for Communications Building second floor
  • Assist with special projects, as assigned

Requirements:

  • High school graduation or equivalent AND two years of experience in administrative support, overseeing and executing office operations, or equivalent education and experience
  • 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 and orientation
  • 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
  • Good communications skills with students, faculty, and staff at all levels
  • Proficiency with Windows operating systems and Internet research, as well as advanced skills in Microsoft Word, Excel, Access, and Outlook
  • Proficiency in use of general office machines (copier, fax, printer, etc.) and ability to troubleshoot equipment malfunctions

Preferences:

  • Bachelor’s degree, preferably in humanities field
  • Knowledge of UW Advance system
  • Experience with Microsoft SharePoint
  • Experience with Convio email software
  • Familiarity with Trumba event-listing software
  • Experience with Catalyst Web Tools
  • Experience with Adobe InDesign and Acrobat

Apply through the UW Employment website, Req. #128056. For priority consideration, apply by January 18, 2016.

 

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