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, click here.
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 four consecutive years.
Undergraduate Academic Affairs (UAA) shapes, advances and stewards a world-class undergraduate academic experience for students at the University of Washington. Staff, faculty and students in UAA deepen and enrich the learning experience for all undergraduates, recognizing and supporting the unique learning path of each individual student and the commitment of each academic program to excellence in learning and teaching.
UAA is organized administratively into five units. Two of these units are the Dean's Office and the Center for Experiential Learning and Diversity (EXPD). Within these units are the Administrator of UAA, the Dean's Office Administrator and the EXPD Administrator.
The Administrator of UAA provides financial, personnel and operational support for the budgets/departments/staff that are directly related to the Vice Provost and Dean of UAA. In addition, she provides advice, direction and oversight to departmental administrators and directors of the other five units within UAA, and represents UAA on an administrative level to the rest of the UW. She is also the building coordinator for Mary Gates Hall. The Dean's Office Administrator provides financial, personnel and operational support for additional budgets/departments/staff related to the Dean's Office and the EXPD Administrator has similar responsibilities for its unit.
Undergraduate Academic Affairs has an outstanding opportunity for an Administrative Assistant to support the work of these three administrators in the areas of finances, personnel and operations. This position serves as a confidant by being an informal consultant, sounding board for ideas, or gathering relevant background information, at all times dealing with issues in a confidential and discreet manner. It requires a high level of organization, scrupulous attention to detail, and the ability to manage workload, prioritize effectively, and work as part of a team. Fifty percent of the position will be in support of the Dean's Office, and fifty percent will be in support of EXPD.
We seek competitive applications from individuals who fully embrace the University of Washington's commitment to racial equity, diversity and inclusion. We are committed to building and supporting a diverse and inclusive work team and to bringing these core values into our daily work with students, faculty, staff and the communities in which and with whom we work.
Reporting to the Administrator of Undergraduate Academic Affairs, the Undergraduate Academic Affairs Administrative Assistant has the following responsibilities:
Financial Support 50%
Create and maintain fiscal records and budget files for 50+ state, revenue, discretionary and gift budgets.
Maintain and modify shadow fiscal reporting/tracking database system.
Prepare, compile and provide fiscal reports as needed.
Working with the UAA Administrator and Dean's Office departmental administrator, forecast fiscal needs/commitments; develop long-term planning documents; assist with analysis of financial reports.
Conduct comparisons of actual performance with budgeted/planned objectives; research and determine causative factors in expenditure trends; identify potential corrective actions.
Process quarterly scholarship disbursements to students via SDB.
Prepare all Ariba-based procurement transactions including payments to individuals, e-reimbursements, non-PO invoices, BPO's, catalog ordering and travel expense reimbursements.
Process expense transfers and salary expense transfers through My Financial Desktop.
Prepare journal vouchers.
Deposit checks from outside sources.
Act as first reviewer of ProCard and CTA purchases on paymentnet and enter data regarding expenditures in database.
Ensure compliance with departmental, institutional and state policies, rules and regulations regarding fiscal processes.
Other duties as assigned.
Operations Support 30%
Provide calendaring support to UAA Administrator and backup program calendaring support to EXPD.
Support UAA Administrator in her role as building coordinator with the following duties: Attend UW Building Coordinator periodic meetings in Administrator's stead Post weekly building schedule Submit Facilities Services requests and monitor progress Attend to emergency facility/access issues Assist Administrator in annual updating of the building Emergency Evacuation Operations Plan Send notices to building tenants regarding issues such as upcoming facilities work, revised hours, etc. Assist Administrator in planning and preparing for periodic building tenant meetings Keep up-to-date building floor warden roster Assist with promotional activities related to the Mary Gates Espresso Cart
Share suite receptionist duties with Executive Assistant to the Vice Provost and Dean, including welcoming visitors and providing information and resources.
Provide backup assistance to the Executive Assistant to the Vice Provost and Dean in her absence including providing back-up calendaring for the Vice Provost and Dean, supervising student employees in the Dean's suite and maintaining the suite.
Provide receptionist duties for EXPD suite on average of one hour per day.
Coordinate EXPD suite front desk staff schedule planning with EXPD Administrator.
Assist administrators with space analysis and management.
Assist with implementation of unit-wide records retention schedule.
Assist with development of unit-wide policies and procedures.
Analyze, modify and recommend improvements in operations infrastructure by applying knowledge of various policies and regulations as they affect implementation of the programmatic mission.
Other duties as assigned.
Personnel Support 20%
Serve as Workday Initiate 2, Time & Absence Initiate, Costing Allocations Coordinator & I-9 Coordinator security roles for Dean's Office and EXPD sup orgs.
Run periodic Workday reports to ensure payroll and leave is accurate and timely.
Coordinate with departmental directors on the hiring of student employees.
Enter hourly employee data into a shadow tracking database and run queries and reports.
Coordinate with new employees the receipt of necessary forms, including forms needed for hiring of foreign nationals.
Prepare over-payment, retro payment and other payroll forms as necessary.
Coordinate with cross-campus departments to seek approval for providing excess compensation to employees outside the division.
Prepare standardized onboarding messaging and materials to student employees and provide onboarding for new students.
On behalf of the UAA Administrator, prepare communications to employees on personnel-related issues.
Act as resource for staff and students division-wide regarding timesheet and other payroll issues.
Meet routinely with Workday change manager as the UAA Administrator's representative and present UAA's Workday concerns and issues for resolution; disseminate information to UAA staff holding Workday security roles.
Maintain google doc of Workday best practices for UAA staff holding Workday security roles.
Other duties as assigned.
ACCOUNTABILITY AND INTEGRITY
Consistently delivers on commitments and promises.
Sets own standards of excellence instead of waiting for standards to be imposed.
Accepts responsibility for outcomes (positive or negative) of one's judgments or actions; admits mistakes and refocuses efforts when appropriate.
Owns projects and takes responsibility for their timely and successful outcome.
EXERCISING GOOD JUDGMENT
Follows established guidelines and policies when making decisions and demonstrates sound judgment in making decisions when there is no precedent/guideline.
PLANNING AND PRIORITIZATION
Accurately scopes out length and difficulty of tasks and projects.
Anticipates and adjusts for problems and roadblocks.
Sets objectives and goals.
Uses time effectively.
Successfully prioritizes tasks and manages personal workload.
Demonstrates technical/professional mastery of skills and knowledge required for the position.
Considers problems from all perspectives, and thoughtfully and responsibly considers all relevant impacts and implications before making a decision.
Makes effective and timely decisions, even when data are limited and without unnecessarily referring to others.
Recognizes who needs to be involved in decisions and engages them when appropriate.
Demonstrates a sincere, positive attitude toward helping others and getting things done; doesn't say it's not my job.
Establishes and maintains effective relationships with others.
Develops and promotes positive working relationships with colleagues.
Seeks out, listens to, and considers the ideas and opinions of others.
Works cooperatively with others to develop and implement programs and ideas.
Shares information and expertise with others to accomplish mutual goals.
Understands the impact of actions/decisions on other individuals/departments/stakeholders.
UW POLICIES AND SYSTEMS
Understands the policies and standards that guide public service.
Masters UW technology and systems needed to perform job-related tasks.
As needed to perform job-related tasks, understands and applies UW procedures and policies in areas such as fiscal manage, grant and contract management, payroll and human resources administration.
High School graduation or equivalent AND four years of progressively responsible experience in office, secretarial, bookkeeping, accounting, or general administrative work OR equivalent education/experience.
Ability to work standard schedule of 8am to 5pm Monday thru Friday with limited flexibility.
Strong attention to detail and ability to double-check work resulting in minimal errors.
Excellent communications skills, with demonstrated ability to communicate effectively with both internal and external customers in person, by phone or in e-mail.
Excellent customer service skills manifested in an ability to interact politely and respectfully with internal customers (program staff and student employees) and external customers (other UW units and visitors).
Proven ability to handle sensitive situations and work with highly confidential information with tact and discretion.
Ability to perform multiple tasks, prioritize, organize, analyze and complete work efficiently.
Ability to work in an open office setting with frequent interruptions.
Capability to work in a fast paced, high volume environment with minimal supervision.
Competence with Microsoft Office applications.
Experience with UW systems such as Workday, Ariba, SDB and My Financial Desktop.
Understanding of UW regulations, rules, policies and procedures related to personnel and fiscal areas.
Experience with database applications, especially Filemaker.
Advanced knowledge of Excel.
Familiarity with the use of Project Cost Accounting.
CONDITIONS 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.
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.