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Administrative Assistant

4 months ago

Bothell, Washington, United States University of Washington Bothell Full time

As a University of Washington 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 building 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.

Located in the heart of the Puget Sound region, the University of Washington Bothell is one of the most dynamic public universities in Washington. The campus is committed to increasing access to an excellent UW education and preparing students to be leaders throughout Washington and beyond.

OVERVIEW
The Planning & Administration division is dedicated to building and maintaining an administrative infrastructure that supports and facilitates UW Bothell's ongoing operations, services, and growth centering around the institution's core values of transformational education, engaged scholarship, and an inclusive culture.

The Administrative Assistant 2 (NE S SEIU 925 Non Supv) will independently perform administrative tasks in support of the office of the Vice Chancellor for Planning & Administration.

DUTIES AND RESPONSIBILITIES
Administrative Support
Complete updates to P&A division website and SharePoint pages.
Assist P&A units in the creation of SharePoint sites to support internal communication and train key staff to manage the site going forward.
Stay up to date on all UW and UWB policies and procedures for travel, reimbursements, purchasing and procurement to ensure compliance. Attend regular fiscal and travel meetings.
Purchase supplies and other items as needed using university identified diverse suppliers when possible.
Complete reimbursement requests with supporting documentation, submit reimbursement claims and track progress.
Process payments to vendors promptly according to different invoice requirements, and proactively work with staff to follow UW and UWB procurement policies.
Organize and electronically file budget, procard, purchasing, travel, and other records within guidelines of records retention and scanning policies, follow proper record disposal procedures.
Review and remediate documents to ensure accessibility before distribution.
Assist with campus outreach efforts including Q&A sessions and newsletters.
Assist with internal division recognition and appreciation efforts, including internal newsletter, compiling award nominations, ordering trophies, creating certificates, sending email reminders, and providing administrative support for the Appreciation & Recognition Team.
Occasionally assist with coordinating meetings and internal events as needed including managing technology, booking spaces on and off campus, arranging catering services, completing approval forms, and day-of support including set-up, clean-up, and note-taking.
Complete other administrative tasks and projects as directed by the Executive Assistant to the Vice Chancellor.
Other duties as assigned.

MINIMUM REQUIREMENTS
High School/ GED AND two years of office or administrative support experience OR an equivalent combination of education and/or experience.

ADDITIONAL REQUIREMENTS
Strong attention to detail.
Ability to work independently and proactively.
Well-developed prioritization, problem-solving, time management, and organizational skills.
Ability to collaborate and communicate effectively with a wide variety of people of diverse backgrounds at all levels of the university and the community.
Ability to work Monday through Friday during regular business hours in hybrid, shared office, open cubicle, and front reception environments.
A high degree of confidentiality and ability to handle sensitive situations with tact and discretion.
Intermediate experience with Microsoft Office Suite and SharePoint.

DESIRED QUALIFICATIONS
Familiarity with UW fiscal policies and procedures
Experience using Workday Finance.

CONDITIONS OF EMPLOYMENT
Seated in an open office area.
Occasional work outside of normal office location (meeting and event support).
Committed to attracting and retaining a diverse staff, the University of Washington will honor your experiences, perspectives and unique identity. Together, our community strives to create and maintain working and learning environments that are inclusive, equitable and welcoming.

The University of Washington is an affirmative action and equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, gender expression, national origin, age, protected veteran or disabled status, or genetic information.

To request disability accommodation in the application process, contact the Disability Services Office at 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.