| | The College of Arts & Sciences (CAS) is one of the largest academic units on the UW Seattle campus, employing over 1400 tenure-track and research faculty, in 43 departments and centers, and generating an average $120 million dollars in sponsored research each year. CAS is comprised of 4 major divisions – Arts, Humanities, Social Science and Natural Science – whose cutting-edge research spans from malaria treatment to solar energy to human rights. CAS is home to diverse music, art, drama, dance, digital arts academic units and degrees, and runs one performance hall (Meany) and two major museums (Henry Art and Burke). CAS academic programs support more than 22,000 undergraduates and 2600 graduate students. The College occupies over 1 million square feet of space spread across campus and off-campus facilities in more than 50 buildings.
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.
Position Purpose
This position provides support and assistance for the business and administrative functions of the Department, and is often the initial point of contact for visitors to the department and for inquiries from the public.
Specific Duties:
Building Operations
Serves as the building coordinator. Investigate problem reports, clarify issues and submit work requests into FS-Works.
Primary contact with problems or questions for copiers and printers; basic repairs, maintenance request, order additional supplies, and troubleshooting.
Co-coordinator for building key checkout. Organize key cabinet, revise instructions/forms, check out keys, update database, place key orders, process returns, and provide forms and instructions to new users.
Sort incoming/outgoing mail for several box numbers and buildings. Add/remove mail boxes when users change, maintain database of unlisted or former department members with specific forwarding needs, and act as contact for campus mailing services on service changes/updates.
Administrative
Serve as the departmental receptionist. Greet and assist students, staff, faculty, and the public.
Answer phones; redirect inquiries as necessary; provide information or referral as appropriate. Maintain and update call referral list (e.g., who to call if someone asks for an entomologist).
Paycheck pickup and distribution.
Support for travel reimbursements; process requests in Ariba, assist department members with questions, write instructions, and create unique processes/instructions for special events and/or meetings.
Purchase and reconcile airfare, hotel, and registration for department members and visitors on departmental CTA card.
Maintain and inventory office supplies for administrative staff; organize cabinets, place orders, process special requests, plan for future events, and reconcile costs.
Facilitate departmental correspondence; act as administrator on departmental listservs, approve and send email announcements and/or reminders; update instructions and information as needed.
Assist, coordinate and/or approve room reservations, provide key access, and process non-departmental requests.
Assist with faculty recruitment, candidate seminars, and grad lunches.
Work with faculty and graduate students to facilitate their events. Advise on university policies, arrange room reservations, purchase food/supplies, or assist in reimbursement.
Create departmental flyers, location signs, directories, spreadsheets, letters and other documents.
Create and revise departmental forms, especially for travel and key requests.
Primary contact for support staff cash handling; manage all cash/check deposits for keys, instruct department members on safe cash handling, and drop off deposits for special projects.
Manage and maintain communal spaces including the administrative office, building break room and meetings rooms.
Chair
Primary coordinator for department chair’s calendar; arrange, coordinate and schedule appointments, committee meetings, and other events.
Assist chair with clerical support.
Assist chair, advancement officer, and special assistant to the chair with LSB events, scheduling, and information gathering.
Seminar Support
Primary contact for the Department seminar series, providing support to the Seminar Committee.
Main contact for speaker travel arrangements, lodging, scheduling, and reimbursement.
Compile and track information on honorarium requests and travel reimbursements.
Provide UW and Department policies and procedures to travelers.
Create invitation letters, host instructions, seminar flyers and advertisements.
Act as coordinator for faculty and graduate hosts; instructing on departmental procedures and services, providing clerical support, compiling budget information, redirecting requests to appropriate staff.
Maintain supplies/refreshments for seminars; conduct quarterly inventory, purchase supplies, and organize storage.
Assist department members in hosting lunches for speaker; assist seminar host with developing a budget, order food, provide supplies, and deliver to event.
Present pre-seminar refreshments; prepare and arrange refreshments, answer attendee questions, greet host and speaker.
Advertise department seminars both to members and outside departments and institutions.
Other related duties and special projects as assigned.
Minimum Requirements:
High school graduation or equivalent and two years of increasingly responsible office experience.
Excellent interpersonal skills.
Excellent written communication skills.
Demonstrated competence with technology (MS Office, email, web searches, etc.).
Flexible, team orientated outlook; ability to work well independently and in coordination with others.
Attention to detail.
Desired Qualifications:
Experience with UW systems.
Conditions of Employment:
Appointment to this position may require a satisfactory result from a criminal history 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, 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. |
