Administrative Assistant 2

Job Description

The Department of Industrial & Systems Engineering (ISE) has an outstanding opportunity for Administrative Assistant 2 to join their team.

About this Opportunity

The Department of Industrial & Systems Engineering (ISE) at the University of Washington is a dynamic and ever-evolving discipline that sits at the crossroads of engineering, mathematics, statistics, stochastics and science --the building blocks of machine learning and artificial intelligence. Our mission is to analyze, design, optimize and implement complex systems where people, engineering and information intersect. ISE maintains an internationally recognized research program.  We offer degrees at the bachelor's, master's, and doctoral level, and our professional Master of Engineering program provides individuals in the workplace the opportunity to sharpen their leadership and entrepreneurship skills. 

Position Purpose & Complexities

We are searching for an Administrative Assistant to provide administrative support and assistance to faculty, staff, and students in-person. In this role, you play an important role as the department's first line of contact during the working hours of Monday through Friday 8:30-5:00 pm. 

A successful candidate should be helpful, practical, and skilled at administrative tasks such as typing, communications, data entry, event organization, office planning, excel in office work, planning, and time management, and be meticulous in their approach to daily business tasks.

Key Responsibilities

Administrative Support (50%)

• Manage front desk: attend phone calls, file, fax, mail, Phone, File papers (PDF files for record-keeping), and order office supplies.

• Process Reimbursement

• Assist in event planning including ordering food, booking event space, coordinating IT support for seminars, and committees.

• Required to attend graduation on the weekend.

• Create announcement emails and marketing flyers for the listserv and maintain the listserv.

• Update social media platforms such as Linkedin, ISE website, instagram and others.

• Create and maintain official records to include copying, scanning, and filing by ISE and University policies.

• Provide complex administrative support to the Administrator; assist with special projects. 

• Document organization, calendar planning, and inventory checks are completed on time.

• Using AI tools to create articles.

• Other duties as assigned.

 

Travel and Visa Process (5%)

• Coordinate visa applications and renewals, including but not limited to the VISIT/VISER program, and J-1 and H-1B (other visa as applicable). If appropriate, and troubleshoot issues with International Scholars Operations (ISO) and/or COE HR.

• Coordinate travel arrangements for the department faculty, staff, students and visitors; arrange for all contacts and meetings at the travel destinations; ensure that all travel objectives are accurately and completely carried out; process travel requests and reimbursements.  

Events (25%)

• Independently and in collaboration with other university offices and COE/ISE staff, plan and manage special events, including the Executive Advisory Board (EAB), Mentoring Program, ISE Alumni Friends Reception, Senior Design, graduation, and other department and development functions and events.

• Provide administrative support to guest speakers for external events, make travel arrangements, process reimbursements using the UW system, and ensure their visit goes smoothly and reflects positively on the department.

• Independently execute internal events such as visiting committee meetings, the faculty retreat, the holiday party, department mixers, and other non-recurring events that require administrative or logistical support both on and off the UW campus.

Fiscal (10%)

• Process reimbursement for faculty, staff and students,

• Work with student groups to prepare pre-approval forms

• Prepare budgets as requested 

Other duties as assigned by the supervisor (10%)

Required Qualifications

To be considered for this opportunity your application must demonstrate you meet both the minimum qualifications and additional qualifications listed below. Equivalent education and/or experience may substitute for minimum qualifications except when there are legal requirements, such as a license, certification, and/or registration.

Minimum Qualifications:

• Requires High School/ GED AND two years of office or administrative support experience.

• Applicants who do not meet these qualifications WILL NOT be forwarded to the Hiring Manager.

Additional Qualifications:

• Must be highly organized, attentive to details, responsive, flexible, and resourceful.

• Ability and willingness to adjust to changing priorities with very short notice as well as the ability to manage multiple projects with varying deadlines.

• Ability to exercise independent judgment and handle confidential matters/materials with discretion.

• Ability to adapt effectively to new technology and programs.

• Must demonstrate excellent written, oral, and interpersonal communication skills.

• High computer literacy with proficiency in the Microsoft Office suite and the ability to adapt to and use new computer technology and software.

• Values a commitment to inclusiveness and diversity. 

• Must be able to work in-person during  the standard office hours: Monday – Friday 8:00 am – 5:00 pm and be flexible to work outside of office hours for events such as the Departmental graduation. 

• Must be able to attend off-campus events.

Preferred Qualifications:

• Bachelor’s degree and 1-2 years of increasing level of administrative experience/responsibility or equivalent education/experience.

• Proven customer service skills with a service and team-oriented approach.

Compensation, Benefits and Position Details

Pay Range Minimum:

$45,144.00 annual

Pay Range Maximum:

$58,632.00 annual

Other Compensation:

-

Benefits:

For information about benefits for this position, visit https://www.washington.edu/jobs/benefits-for-uw-staff/

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 – 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 [email protected]. 

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.