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The Human Subjects Division (HSD) and the Office of Sponsored Programs (OSP) are two units within the University of Washington's Office of Research. These two co-located units share administrative and operational support staff. HSD and OSP have an outstanding opportunity for an Office Manager.
The Office Manager works to ensure effective daily operations of critical support functions for both units, making sure that exceptional service is provided both internally and externally. The Office Manager must be able to juggle a wide variety of support related tasks across two units with different business operation procedures yet combined support efforts. Awareness of each unit's customer needs and related processes, along with an ability to continually manage competing deadlines, is essential.
Standard business hours for HSD and OSP are 8:00am-5:00pm
Send out bi-monthly time sheet reminder emails to staff.
Pick up payroll documents on pay days and distribute pay checks if applicable.
Assist with maintaining personnel records.
Advise staff about leave policies (bereavement, leave without pay, FMLA, shared leave, etc.)
On-board new employees. Provide information to new employees including, but not limited to, time sheets, leave requests, supply requests, workspace requests, emergency procedures, etc.
Time and Attendance (coming with Workday implementation) on behalf of employees: enter and correct time if employee is unavailable, assign work schedule .
New/existing Employees (coming with Workday implementation) on behalf of employees: change emergency and general contact information if employee is unavailable.
Off-board existing employees. Provide them information for exiting procedures. Remove from rosters.
Create front desk coverage plans for when a front desk staff is out of the office.
Prepare and process special mailing requests Fed Ex.
Access UW Tower Resource Scheduler, to reserve rooms and cancel room reservations.
Back up Administrator in their absence.
Add/remove staff birthdays to HSD Library.
Attend meetings/informational sessions related to HR and payroll issues.
Manage and process routine purchasing; use of ARIBA and ProCard, create purchase requisitions. Subsequent receiving of goods and supplies.
Manage and process general expenditure reimbursement requests (Request for Reimbursement and IRB Non-PO invoices).
Manage and process travel requests and subsequent reimbursements.
Safety plan (emergency preparedness) Health and Safety lead. Responsible for the safety and security of all employees. Ensures compliance with Environmental Health and Safety (EH&S) regulations, fire, and safety codes. Update evacuation warden list of current staff. Update Emergency at a Glance form and distribute to staff.
Represent HSD and OSP at monthly Tower Floor Coordinators meeting. Share info with staff when deemed necessary.
Maintain and update staff location listings (by floor and cube #) for each Evacuation Warden.
Coordinate and lead semi-annual Evacuation Warden meetings and ensure new Evacuation Wardens receive formal radio and evacuation training provided by Tower staff.
Contact for floor facility concerns (lights, plumbing, heating/cooling, etc.)
Manage orders of new furniture, cubicle walls and extensions (when not available through Facilities).
Manage surplus collection and pickup.
Manage shred (secure document destruction) service.
Manage requests for alterations/repairs through FS Works.
Manage moves and/or relocations of work space; plan physical work space moves, telephone moves, etc. Notify Administrator of location changes for inclusion in floor plan updates.
Coordinate phone installation/update for new hires.
Set up new workstations including appropriate furniture, beginning supplies and name tag on wall.
Notify Front Desk, HSD and OSP web administrators, of changes in staff contact information.
Use Resource Scheduler and Outlook Calendar to reserve/cancel rooms for meetings, webinars, etc.
Co-contact for copier issues (jams, out of paper, etc.)
Assist with event set up room set up, food and beverage orders/deliveries, room tear down when requested.
When needed, update CIP Plaque; ordering new engraved plates and replacing on board.
Send emails or put posters on elevator lobby walls notifying staff of upcoming events and /or building requests from Tower Management. Remove posters when event concludes.
Assist IRB members with Tower parking issues.
Contact for record retention information.
Responsible for offsite storage of financial and HR related records (archive) .
Responsible for appropriate/compliant document shredding ; manage shredding schedules.
Attend meetings related to Records Management.
Misc duties as assigned
Bachelor's Degree. Minimum 3 years' supervisory experience, preferably in an office/administrative support/service environment. Demonstrated ability to pay attention to detail, ensuring accuracy and thoroughness in assigned duties. Demonstrated ability to provide exceptional customer service while working in a fast-paced, complex environment. Excellent oral and written communication skills. Ability to exercise critical thinking and problem solving skills. Ability to prioritize workload.
Proficiency in using personal computers, specifically using spreadsheet, word processing, and database software. Proficient in UW systems and processes including, but not limited to, ARIBA, MyFD, eTravel, ProCard/PaymentNet, FS Works. Proficient in Outlook (including scheduling).
Ability to maintain confidentiality.
Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration.
Experience working the front-line in a customer service position Interest in the research enterprise at the University of Washington. Experience dealing with high-level professionals.
A demonstrated capacity to work with and within a diverse community.