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.
University Advancement currently has an outstanding opportunity for a Temporary Administrative Assistant 2.
The Alumni & Stakeholder Engagement (ASE) Customer Service Coordinator reports to the Office Manager and independently performs a wide range of administrative support and clerical projects to support ASE and the UW Alumni Association UWAA. The Customer Service Coordinator is a 6 - 9 month temporary role and is responsible for implementing and maintaining ASE’s comprehensive customer service reception and office coordination that supports the various programs for ASE and University Advancement. As a member of the Executive Suite’s Office, this position will assist with the day-to-day office operations and special projects. This position will also lead and monitor the student assistant employees.
Duties and Responsibilities:
•Answer customer service calls, emails, and greet guests on behalf of the UW Alumni Association. Troubleshoot and resolve customer inquiries. Receive and update personal contact information for UWAA members, alumni and friends in appropriate databases. Develop and maintain responses to frequently asked questions. •Have general knowledge of all current UWAA events and programs and assist in event and program registration. •Assist in the promotion and sales of UWAA Membership. Be able to effectively communicate the benefit of life vs. annual membership, and explain benefits that come with a membership. Process walk-up membership acquisition and renewals, including facilitating non-cash payment. •Facilitate bimonthly meetings for the Customer Service team to collect information for upcoming programs and events. •Partner with colleagues across campus to collaborate on customer service best practices. Conduct necessary research to resolve complex on-campus and off-campus client inquiries regarding campus processes, procedures, policies, events and services; identify appropriate resources and support utilizing web, print and Advance database instruments.
•Manage front desk operations, coordinate opening and closing procedures for front desk facility, and assist with facility maintenance and administrative issues as necessary. • Ensure tidiness of front-office and common spaces. •Greet and receive guests entering facility, create an inviting and welcoming environment •Maintain department’s online room scheduling system for the Washington Commons boardroom •Help set up for meetings and/or events in the Washington Commons space •Order office supplies for ASE staff •Order refreshments (coffee/tea/supplies) and keep kitchenette stocked for guests •Facilitate (receive, sort, distribute) all incoming on-campus and off-campus mail, faxes, and packages •Maintain and assist with coordination of use for company vehicle •Serves as back up support for the Office Manager on the University Advancement’s Emergency Preparedness team.
Supervision of Student Employees:
•Jointly with the Office Manager, recruit and hire UW work-study eligible students. •Will lead, train, and monitor their efforts to fulfill a diverse range of projects including customer service, data management within a CRM, report preparation, general office maintenance, office-supply inventory management, front-office reception coverage, etc. •Coordinate with ASE team leads to facilitate projects as needed.
•Provide support to the Executive Suite’s office with day-to-day office operations and special projects as requested by the Office Manager. •Perform Microsoft Office tasks such as merging and sorting UWAA member data. Other duties as assigned.
•High school graduation or equivalent. •One year of experience in customer service and office operations or equivalent education/experience. •Proficiency with personal computing environment, Microsoft Office Suite (Microsoft Word, Excel, Outlook and PowerPoint), and the Internet. Willingness and ability to learn how to use the ADVANCE database system and other proprietary software products.
Conditions of Employment:
•Open workspace environment which may result in additional or higher levels of noise and visual distractions. •A valid Washington State driver’s license is required to operate the company vehicle. •Ability to lift 20 pounds regularly and up to 40 pounds occasionally for event setup and tear down. •May have opportunity to work evenings and/or weekends for UWAA events.
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, 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 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.