As a UW employee, you will enjoy generous benefits and work/life programs. For a complete description of our benefits for this position, please visit our website, click here.
The University of Washington (UW) is proud to be one of the nation's premier educational and research institutions. Our people are the most important asset in our pursuit of achieving excellence in education, research, and community service. Our staff not only enjoys outstanding benefits and professional growth opportunities, but also an environment noted for diversity, community involvement, intellectual excitement, artistic pursuits, and natural beauty.
The UW's Chemical Engineering Department (ChemE) has an outstanding opportunity for an ADMINISTRATIVE COORDINATOR to provide office management and administrative support for the department and research labs.
Duties and Responsibilities: This position is responsible for independently managing the day-to-day operations for the business office to include purchasing and reimbursements. This position reports to the Budget/Fiscal Analyst.
Process complex reimbursements for department and research labs using the ARIBA modules.
Assign, verify, and approve correct budgets and accounting codes for each expenditures. Monitor purchases to assure they are within budget limitations. Ensure the purchase are in accordance with ChemE, UW, state and/or granting agency policies rules and regulations.
Communicate with the ChemE community rules and regulations as they relate to travel and other reimbursements. Provide one-on-one training as needed.
Ensure the proper receipts, documentation, and approvals are collected and archived for compliance and audit retention.
Serve as a liaison to the UW's Travel Office and the UW's Procurement Office.
OFFICE MANAGEMENT (30%)
Oversee and execute office operations for the department. Receive and refer visitors and answer departmental phone. Monitor the inventory of office, kitchen and first aid supplies and purchase additional supplies as needed. Operate and maintain departmental office equipment throughout the building (copy, fax and shredding machines). Manage the mail room, daily shipping/receiving (via UPS, FedEx, and USPS), and process incoming/outgoing mail. Approve, request, maintain, and disperse parking validation stickers and prepaid parking passes per UW and department policies and procedures. Request UW Facilities work, as needed.
Serve as a resource for the faculty, staff, students and guests. Independently resolve complex administrative problems and answer questions relating to established policies and procedures. Develop office procedures to ensure quality control and efficiency.
Issue keys to students, staff and visitors following the departmental procedures, including appropriate documentation and receipt of key deposits. Monitor and maintain building keys in an Access database and track complex hierarchy of key types and appropriate access to the various spaces in Benson Hall. Approve requests for new keys from UW Facilities Key Shop.
Coordinate and schedule meetings as requested for faculty, staff, and students; using meeting space in Benson Hall or alternative locations on campus. Maintain booking calendars for rooms in Benson Hall.
Establish and maintain official records to include copying, scanning, and filing in accordance with department and UW policies. Scan and maintain financial documentation archives for audit trail on the department server.
Keep the Administrator and Budget/Fiscal Analyst apprised of any issues or problems.
Coordinate special projects for the Budget/Fiscal Analyst and other duties as assigned.
Coordinate and perform complex purchases for department and research labs.
Communicate with graduate students and research associates policies related to purchasing and provide training to familiarize them with purchasing methods.
Use ARIBA modules, Procard, or departmental CTA to make purchases. Reconcile the Procard and the CTA monthly.
Assign, verify, and approve correct budgets and accounting codes for each expenditures. Monitor purchases to assure they are within budget limitations. Ensure the purchases are in accordance with ChemE, UW, state and/or granting agency policies rules and regulations.
Ensure that proper receipts, documentation, and approvals are collected and archived for compliance and audit retention.
Serve as a liaison to the UW's Procurement Office.
High school graduation or equivalent and two years of experience in administrative support, overseeing and executing office operations.
Strong team player with excellent customer service skills.
Ability to interact with people from diverse backgrounds, including those for whom English is a second language.
Excellent written, verbal, interpersonal communication and time management skills.
Proven analytic abilities; proactively research and resolve questions, discrepancies, and inconsistencies.
Self-starter with ability to apply good judgment and critical thinking skills and solve problems. Ability to learn on the fly and to work with ambiguity. Function independently with minimal supervision.
Strong ability to interpret and apply established policies and procedures.
Superior demonstrated attention to detail and passion for accuracy while also seeing the comprehensive big picture.
Must be flexible and resourceful with strong organizational skills and attention to detail.
Experience working with UW fiscal and administrative systems and departments.
CONDITIONS OF EMPLOYMENT:
Appointment to this position is contingent upon obtaining satisfactory results from a criminal background check
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, Criminal Conviction History, 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.
Founded in 1861, the University of Washington is one of the oldest public institutions in the west coast and one of the preeminent research universities in the world. The University of Washington is a multi-campus university comprised of three different campuses: Seattle, Tacoma, and Bothell. The Seattle campus is made up of sixteen schools and colleges that serve students ranging from an undergra...duate level to a doctoral level. The university is home to world-class libraries, arts, music, drama, and sports, as well as the highest quality medical care in Washington State and a world-class academic medical center. The teaching and research of the University’s many professional schools provide undergraduate and graduate students the education necessary toward achieving an excellence that will serve the state, the region, and the nation. As part of a large and diverse community, the University of Washington serves more students than any other institution in the Northwest.