Job Title

Job Description The College of Arts and Sciences is excited to offer new opportunities to contribute to our vital educational, research and outreach missions by joining one of our consolidated administrative cohorts as an Administrative Assistant 3. Each cohort combines the finance, HR, and on-site management functions of between 3 and 8 academic departments to achieve service efficiencies and reduce operational costs. In concert with department chairs and faculty, CAS Deanu2019s Office leaders, and the Administrative Support Team, each cohort will be supported by a Finance Analyst, an HR Manager, and several Department Administrative Assistants (Administrative Assistant 3u2019s) reporting to a Cohort Administrative Manager. The primary responsibility of the Department Administrative Assistants is to provide front-office support, including time schedule data entry, to cohort units. The College is now recruiting Administrative Assistant 3u2019s to support the Cultures, Literatures and Languages Cohort (CLLC). The departments included in the cohort are: + Asian Languages and Literature + Classics + French & Italian Studies + German Studies + Language Learning Center + Middle Eastern Languages and Cultures + Scandinavian Studies + Slavic Languages and Literatures + Spanish & Portuguese Studies Each Administrative Assistant 3 supports up to three of these departments, preferably located in the same or proximately located buildings to ensure efficiency. Specific duties include: Course Scheduling and Curricular Support (40%) + Analyze quarterly reports detailing student credit hours, section fill rates, major and minor data. Develop reports for Chairs to aid in future quartersu2019 offerings. + Manager quarterly distribution of curriculum questionnaire to faculty. Ensure timely completion and liaise with Language Coordinators to ensure appropriate general education and major specific courses are offered. + Create and review time schedule and ensure course offerings follow the Office of the Registraru2019s Learning Spaces policies (aka the Heat Map). + Coordinate with partner departments to schedule joint and withered courses while following Learning Spaces Policies. + Enter courses into the quarterly time scheduling tool per UW deadlines + Monitor Time Schedule platform during enrollment period, analyze section fill rates to ensure compliance with the Collegeu2019s policy on section fill rates. Advise Chair on adding, moving or eliminating sections. Enter section updates as necessary. + Delegate authority to choose appropriate classroom if facultyu2019s first choice isnu2019t available + Suggest and implement alternate scheduling for classes as needed Communication (20%) + Coordinate submissions, edit, compile/design, finalize, distribute department newsletter + Coordinate with chair to upload and send annual communications (holiday letters, etc.) + Manage department email account, forwarding messages to appropriate recipients on a daily basis + Coordinate social media posts + Upload website content as needed Events (10%) + Manage departmentu2019s room reservation requests + Schedule department-managed spaces + Assist with event set-up occurring within regular work hours (M-F, 8 a.m. to 5 p.m.) Graduate Student Support (15%) + Process applications for prospective graduate students + Assist admitted graduate students as they move through their degree programu2019s milestones + Use the Graduate Schoolu2019s MyGrad tool to track and record studentsu2019 progress through their degrees General Support (10%) + Distribute keys + Greet guests + Provide classroom support as needed + Manage travel procurement for department visitors, including letters of invitation, making travel arrangements, ordering travel services (ground transportation), processing reimbursements + Troubleshoot faculty and student reimbursement and other submissions to the Administrative Support Team Facilities (5%) + Collect & distribute mail + Maintain department's shared drive + Procure office supplies + Manage surplus + Monitor electronic check-out processes for departmental equipment including laptops, projectors, and other equipment/materials + Serve as department point of contact for building coordinators and safety personnel + Open and close department offices Minimum Qualifications: + High School/GED AND three years of office or administrative support experience. _Equivalent education and/or experience may substitute for minimum qualifications except when there are legal requirements, such as a license, certification, and/or registration._ Desired Qualifications: + Ability to prioritize tasks in a dynamic work environment Compensation, Benefits and Position Details Pay Range Minimum: $47,448.00 annual Pay Range Maximum: $63,468.00 annual Other Compensation: - Benefits: For information about benefits for this position, visit Shift: First Shift (United States of America) Temporary or Regular? This is a regular position FTE (Full-Time Equivalent): 100.00% Union/Bargaining Unit: SEIU Local 925 Nonsupervisory About the UW Working at the University of Washington provides a unique opportunity to change lives u2013 on our campuses, in our state and around the world. UW employees bring their boundless energy, creative problem-solving skills and dedication to building stronger minds and a healthier world. In return, they enjoy outstanding benefits, opportunities for professional growth and the chance to work in an environment known for its diversity, intellectual excitement, artistic pursuits and natural beauty. Our Commitment The University of Washington is committed to fostering an inclusive, respectful and welcoming community for all. As an equal opportunity employer, the University considers applicants for employment without regard to race, color, creed, religion, national origin, citizenship, sex, pregnancy, age, marital status, sexual orientation, gender identity or expression, genetic information, disability, or veteran status consistent with UW Executive Order No. 81 (. To request disability accommodation in the application process, contact the Disability Services Office at 206-543-6450 or . Applicants considered for this position will be required to disclose if they are the subject of any substantiated findings or current investigations related to sexual misconduct at their current employment and past employment. Disclosure is required under Washington state law (.University of Washington is an affirmative action and equal opportunity employer. All qualified applicants will receive consideration for employment without regard to, among other things, race, religion, color, national origin, sexual orientation, gender identity, sex, age, protected veteran or disabled status, or genetic information.