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.
The School of Medicine has an outstanding opportunity for an Administrative Assistant 3.
This position will provide support in the operational, personnel and financial activities of School of Medicine, Office of Facilities. In addition to staffing daily operations, this position assesses, prioritizes, and organizes numerous projects and initiatives under the guidance of the Director. This position must be able to evaluate current and new work needs, independently triage next steps and the need for staff participation, and independently follow through on completion and closeout activities. The incumbent will independently develop protocols for information management systems that efficiently support the Director’s operational needs. The incumbent will interface regularly with multiple units across UW operated and affiliated facilities.
DUTIES AND RESPONSIBILITIES
Support to Director of Facilities Serve as the primary communication liaison for the Director of Facilities. Ensure timely and effective communication between executive leadership and key customers. Exercise independent judgment in responding to a wide range of non-routine matters. Independently request follow-up and action as necessary and establish priorities, ensuring that all official obligations are met and materials are prepared to meet commitments. Establish and administer policies and procedures for evaluating incoming requests, updates, and committee support requiring the Director’s participation. Assure confidentiality as required.
Office Management and Project Support Independently develop and administer standard policies and procedures for tracking, routing, executing and filing project documents through Facilities unit Managers, committee leadership, other School of Medicine (SoM) Dean's Office units, and other campus units in a proactive, timely, and efficient manner. Serve as the primary communication liaison for unit Managers. Ensure timely and effective communication between Managers and key customers. Establish effective systems for document preparation for numerous projects and initiatives. Follow through on decisions and post-meeting action items. Independently manage complex S1 parking allocation process and furniture and equipment procurement.
Financial Management Assist Director and Unit Managers with monthly budget reconciliation, purchase orders and surplus requests, quarterly capital project report, and annual capital plan updates. Exercise independent judgment to resolve financial and budget concerns, and report variances to Director and Unit Managers. Develop and maintain databases and tracking systems for budget recordkeeping in compliance with federal, state and University regulations. Monitor policy issues affecting UW Medicine financial operations. Independently manage complex procurements in compliance with University policies.
Other Duties as Assigned Assist the Director and Unit Managers as required. Assist with facilities projects and service needs as required. Serve as administrative backup support for Vice Dean, Research and Graduate Education operations.
High School/GED and four years of office or administrative support experience OR equivalent education/experience.
Ability to manage competing priorities with minimal direction.
Demonstrated skill to efficiently manage multiple project timelines, schedules, and calendars.
Ability to handle executive level confidential information with high level of discretion and diplomacy.
High-level knowledge of Microsoft Office Suite. Excellent verbal and interpersonal communication skills.
Equivalent education/experience will substitute for all minimum qualifications except where there are legal requirements such as license/certification/registration.
Associate’s or Bachelor’s degree.
Position is located at UW Medicine at South Lake Union site.
Must be able to lift ten pounds.
Job duties will require some use of UW shuttle system to travel between UW Seattle campus and South Lake Union site.
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 undergraduate 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.