Administrative Coordinator

The Chemical Engineering department has an outstanding opportunity for Administrative Coordinator to join their team. 

About this Opportunity 

The Administrative Coordinator serves as a central point of support for both departmental business operations and academic services, ensuring the smooth day-to-day functioning of the Chemical Engineering department. This role has a significant impact on faculty, students, staff, and visitors by providing high-quality administrative, operational, and event coordination support, and helping facilitate an effective academic and workplace environment. Through strong organization, customer service, and attention to detail, the position contributes to the department’s operational efficiency and overall success. 

This full-time position is based in Benson Hall on the University of Washington Seattle campus and is not telework eligible due to its reception, facilities, and event support responsibilities.  

Key Responsibilities 

Administrative Support of Business Operations (50% FTE) 

• Serve as the receptionist and first point of contact for the department, regularly interact with faculty, students, staff, and visitors. 

• Manage mail room and shipping/receiving of packages. Manage packing slips, assist with receiving orders, processing receipts for orders, and uploading packing slips in Workday. 

• Manage inventory of office, kitchen, and first aid supplies and keep these spaces organized and tidy. Purchase supplies as needed via Procard.  

• In collaboration with the Computing and Technology Manager, operate and maintain departmental office equipment and paper supply throughout the building. Manage technology checkouts. Manage department conference room calendars, schedule meeting rooms as requested in Benson Hall or at alternative locations on campus. 

• Support the Facilities Manager with infrastructure projects and administrative support. Maintain building keys in an Access database.  

• Maintain the key checkout database, issue keys as needed. Assign CAAMS higher level access and maintain UW Groups for this purpose. 

Academic Services Administrative Support (50%) 

• Support the Academic Services Manager with administrative coordination, academic events, and day-to-day academic operations. Tasks will help with various administrative and logistical tasks to support faculty/students and academic operations including managing communications to students, coordinating quarterly logistics, and assisting with data and reports.  

• Serving as the Time Schedule Coordinator to request appropriate classrooms and maintain course details up to date under the supervision of the Academic Services Manager. 

• Coordinate student appointment letters, including collecting appointment data, preparing and distributing letters to students, and tracking responses. 

• Assist in the planning and execution of departmental academic events including coordination, purchasing supplies, and catering:  

• Provide administrative support for the graduate seminar series (approximately 3-5 time per quarter), including coordinating speaker logistics, travel arrangements, reimbursements, contracts, catering, scheduling, and event communications.   

• Using strong organizational skills and technical savvy, prepare and proofread documents, reports, correspondence, and academic materials related to academic programs, curriculum, recruiting, outreach, and advising. 

• Assist in maintaining academic records and filing systems. 

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 

• High School Diploma/ GED 

• Three years of office or administrative support experience. 

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

Additional Qualifications 

• Strong attention to detail and ability to learn systems quickly. Demonstrated ability to work independently, take initiative, multi-task, and adapt to changing priorities. 

• Strong organizational skills and ability to exercise independent judgment. 

• Excellent interpersonal, customer service, and communications skills, both written and verbal. Experience working with diverse teams of individuals. 

• Ability to handle confidential and sensitive information with discretion; understanding of FERPA requirements. 

• Ability to learn and navigate University of Washington policies, procedures, and systems. 

• Proficiency with Microsoft Office Suite and Google Suite. Ability to gain proficiency in other software and web-based tools, as needed.