This classification is governed by a negotiated labor contract and is subject to union shop provisions. For more information about union shop provisions, visit Union Information
As a UW employee, you will enjoy generous benefits and work/life programs. For detailed information on 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.
Our Department of Applied Mathematics has an outstanding opportunity for an Office Assistant 3.This individual will:
Answer the main telephone line. Ensure that callers are assisted in a prompt, accurate and professional manner. Resolve problems and respond to inquiries regarding departmental procedures and services: receive and refer visitors. Maintain the office telephone and email aliases, routing messages and field routine questions about the department programs from current and prospective students. Maintain email requests for firstname.lastname@example.org alias. Respond to the inquiries on a timely manner and direct them to the appropriate person. Deliver outgoing mail and distribute incoming mail to mailboxes. Sign for express mail and packages and notify recipients. Set up mailboxes as required. Use department FedEx and UPS accounts as needed. Maintain departmental web-based calendaring and document system. Order office supplies, furniture and other items/services as required using eProcurement and Procard. Provide add codes for undergraduate and graduate students. Maintain records as necessary. Manage copy codes list and be the support for copy machine help: Quarterly update the names and budget numbers on the list. Coordinate and communicate department IT needs with students, faculty, the system administrators, and UW- IT. Frequent printer troubleshooting and training others. Develop departmental spreadsheets for data concerning students, faculty and courses using MS excel and MS word. Process travel reimbursements using UW eTravel and other reimbursements for faculty, staff and students Coordinate Boeing Seminars, Computational Neuroscience Conference, special events and meetings; Request banquet permits and licenses; order catering and set up for the events. Maintain the lounge area, collaborative spaces, copy/supplies rooms. Put away office supplies, and keep the counter tops and sink clean and tidy, and the cabinets organized. Reserve UW rooms through the Time Schedule Office as requested by faculty, students and staff for testing and special events. Facility support: coordinate action with building occupants, tend to building security and safety needs, and liaise with Facilities Services for maintenance and alterations. Attend UW training sessions for administrative, technical and safety matters. Assist with on and off-campus office errands. Perform related duties and special projects as required. Procure and coordinate lodging for visiting scholars and speakers. Coordinate document shredding and adhere to university retention schedule policies. Maintain building documentation, i.e. room occupancy and square footage, and coordinate changes, i.e., phone port activation, furniture moving, remodeling projects, etc. Create and maintain printer usage charts from raw data provided by AMATH System administrators. Edit, coordinate, and facilitate annual AMATH Newsletter. This includes advising story writers, taking photographs, and collecting stories. Close work with College of Arts & Sciences MARCOM (Marketing & Communications) team. Coordinate student evaluation forms, both online and paper, with teaching faculty. Keep up to date on UW Travel policy changes & update documents/forms when necessary. Create staff & faculty pictorial directories and Boeing Distinguished Colloquia posters. This requires proficiency in Adobe Photoshop and Adobe InDesign. Design and print graduation programs. Perform related duties as required.
High School graduation or equivalent AND two years of increasingly responsible clerical experience
OR equivalent education/experience.
Additional Skill Requirements include:
Excellent oral and written communication skills Self-directed learner and independent problem-solver Can work with changing priorities and frequent interruption High proficiency in MS Excel; able to build formulas and worksheets High proficiency in MS Word and Acrobat Pro; Familiar with all aspects of advanced word-processing capabilities, including managing fonts, moving text, importing text, formatting of documents and mail merges High proficiency in MS PowerPoint and Adobe Illustrator Photograph students at orientation for pictorial directories, and cover major departmental events, i.e. graduation.
Experience in UW eTravel, UW procurement
Condition 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. As a UW employee
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.