Job Information
University of Washington ADMINISTRATIVE ASSISTANT 2 in Seattle, Washington
Req #: 244084
Department: DEPARTMENT OF MEDICINE: MEDICAL GENETICS
Appointing Department Web Address: https://medgen.uw.edu/
Job Location Detail: General work schedule is four days on site per week and one day remote. Flexibility of schedule may be needed in order to fulfill this position, such as for hosting events. Office is located in the K wing of the Health Sciences Center.
Posting Date: 03/05/2025
Closing Info: Closes On 03/21/2025
Salary: $3,492 - $4,428 per month
Shift: First Shift
Notes: As a UW employee, you will enjoy generous benefits and work/life programs. For a complete description of our benefits for this position, please visit our website, click here. (https://hr.uw.edu/benefits/wp-content/uploads/sites/3/2018/02/benefits-summary-classified-staff-greater-than-half-time-20250130-a11y.pdf)
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.
The Division of Medical Genetics has an outstanding opportunity for a full-time Administrative Assistant 2 (NE S SEIU 925 Non Supv).
The purpose of this position is to manage multiple functions and activities for the Division- this requires a high level of independent judgment, attention to detail, tact, and the ability to work in a complex and deadline-driven environment. These include but are not limited to fiscal support, office administration, and event planning.
The Administrative Assistant must have a deep understanding of how to manage competing priorities using strong organizational, written, and communication skills. Additionally, the ability to handle sensitive and confidential information, and multi-task in a high-stress environment. It is also essential that the Administrative Assistant have the willingness and ability to learn new systems and to implement new processes in response to changes.
This position ensures that division staff and faculty are following university and department policies, monitors new federal and UW directives, keeps abreast of department procedures, and communicates the changes to division senior management, faculty, and staff.
DUTIES AND RESPONSIBILITIES FISCAL (60%)
Review and reconcile all Procard transaction verifications in Workday weekly, assuring that all the documentation has been received and all the transactions are appropriate for the budgets.
Manage all Travel Reimbursement for the Division faculty, staff, students, and guests through processing Expense Reports in Workday.
Inform and advise faculty and fellows regarding travel rules and regulations, as well as travel documentation requirements.
Oversee all other reimbursements in Workday in compliance with UW, State and Federal policies.
Oversee payments process for all bills received using Procard and/or through the Workday purchasing system.
Maintain efficient and organized fiscal records in compliance with UW, State and granting agency rules and regulation.
Track requests that come in through work email, shared email accounts, Workday, and divisional forms to ensure all requests are managed in a timely way.OFFICE ADMINISTRATION (20%)
Build & maintain solid working relationships with faculty; to such an extent that faculty will have confidence and trust in this individual’s reliability, discretion and excellent work-product.
This role requires utmost confidentiality and discretion, as the person in this position often handles sensitive and confidential information.
Use excellent customer services skills to provide office reception including greeting clients and visitors in the main office lobby while exercising excellent public relations skills, sensitivity and confidentiality.
Promptly, courteously, and accurately answering and triaging phone calls and faxes, understanding when to handle calls and when to send to others.
Serve as point-of-contact and liaison for facilities and maintenance requests.
General office management – mail collection and distribution, coordination of package arrivals and distributions.
Oversee and organize Division’s key system and access to facilities.
Manage Division website and sharepoint site including timely updates of current events, other relevant information and the events calendar.
Order, receive, track, organize, and maintain inventory of office supplies and computers. Maintain internal inventory tracking documents in compliance with UW, state, and federal requirements.
As needed, distribute and collect forms that require signatures from staff and/or faculty.
Manage the medgenadmin email address to receive documents and requests from staff and file/handle appropriately.EVENT PLANNING & OTHER (15%)
Coordinate the hybrid Medical Genetics Seminar Series (MED 549) including scheduling of various internal and external faculty members, room rentals, arranging travel and reimbursements, and budgeting.
Organize and plan three annual named lectures in Medical Genetics, including making travel arrangements for out-of-town guest speakers, reserving event space on the UW campus, ordering catering, etc.
Serve as the main event planner for Medical Genetics events and employee engagement activities.
Performs other duties as required.Misc Duties (5%)
Project support as needed.
May be asked to assist with similar activities in the division of rheumatology. MINIMUM REQUIREMENTS
Requires High School/ GED AND two years of office or administrative support experience OR an equivalent combination of education and/or experience. DESIRED QUALIFICATIONS
Proficiency in the use of Microsoft Office applications, including Office 365.
Understanding of UW purchasing and travel policies.
Experience in Workday finance for procurement/travel. CONDITIONS OF EMPLOYMENT
General work schedule is five days on site per week. Flexibility of schedule may be needed in order to fulfill this position, such as for hosting events that occur in the evenings.
Office is located in the K wing of the Health Sciences Center.#UWDeptMedicineJobs
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.