Administrative Assistant 3 (Temporary)

Job Description

Program on the Environment (PoE) has an outstanding opportunity for an Administrative Assistant 3 to join their team.

About this Opportunity

Reporting to the PoE Program Director, the Administrative Assistant 3 is responsible for developing strong working relationships with PoE team members (including faculty and academic advisor), the College of the Environment's dean's office, and will work closely with and be supervised by the PoE Program Director.

Key Responsibilities

Human Resources, Payroll, & Fiscal Support (35%)

• Serve as point of contact for College of the Environment Dean’s Human Resources team to support execution of human resources functions including but not limited to position creation, recruitment, hiring, or other employment actions. Work with PoE Director and faculty to initiate searches, including coordinating search committees for faculty, staff, and graduate student TA recruitment.

• Assist PoE Director with posting job advertisements via external platforms. Collaborate with other units within the college to assign and finalize academic appointments.

• Verify candidate eligibility, issue offer/appointment letters, and collect required hiring documentation.

• ·Manage PoE payroll lifecycle processes in Workday, including serving as time/absence coordinator, onboarding/offboarding employees, compensation request, and updating cost allocations.

• Monitor annual merit adjustments and coordinate cost-sharing agreements with other UW units

• Serve as I-9 coordinator for all PoE staff.

• Work closely with Program Director and Dean’s office central finance team to monitor PoE funding resources and expenses, assist with the resolution of accounting and reporting errors, and assist with annual budget projections.

• ·Serve as point of contact between central finance and PoE staff and faculty to ensure all expenses are charged to appropriate resources.

• Maintain required personnel and fiscal records for PoE; follow approved retention/shredding schedules.

Scheduling Coordination (30%)

• Construct ENVIR course schedule in the UW Time Schedule (TS) system; ensure accuracy of teaching assignments, course enrollments, room requests/bookings, course section comments, course fees and offering jointly listed and withered courses

• Comply with TS rooming policies and production calendar deadlines; maximize usage of Wallace Hall teaching classroom and minimize overall time conflicts between complementary ENVIR courses.

• Work closely with Associate/Program Director and faculty during draft/update periods to track changes and confirm accuracy of quarterly schedule; submit approved changes according to TS production calendar deadlines.

• Serve as primary liaison between PoE and TS Office to resolve scheduling/time conflicts and secure appropriate classrooms.

• Maintain communication with other academic units on jointly listed and withered courses.

• Work with faculty to submit/issue quarterly course evaluations on time; collect course syllabi each quarter and maintain record archive.

• Manage shared calendars for scheduling requests in Wallace Hall commons area, conference room, and teaching classroom; manage PoE shared calendars for program-dedicated spaces.

• Support Program Director and Associate Director in scheduling weekly program and staff meetings.

Event, Meeting Support, Operational Support (15%)

• Support PoE Team meetings, including coordinating meeting spaces, providing technical support, producing and sharing agendas and minutes, and maintaining meeting records Support special program events, including PoE graduation, biannual Capstone Symposia (fall and spring), PoE retreats, quarterly welcome events, and other select occasions. Book spaces, order catering, obtain necessary permits, and coordinate on-site setup, logistics and duration.

• Print student posters for Capstone Symposia.

• Support faculty teaching ENVIR seminars, including logistical coordination, promotional materials, setup and technology support, occasionally outside standard business hours.

• ·Generate reports using Power BI and perform data analysis using Excel depending on program needs.

• Maintain community book library and coffee/tea station in Wallace Hall commons area.

• Order supplies and equipment for shared spaces; coordinate with facilities and vendors on maintenance, repairs, and space improvements as needed.

• Coordinate reservations of van and ferry services and support travel arrangements when needed for field trips, program operations, faculty/guest/staff travel, and other logistics.

• Manage key and Husky card access for PoE team and community; support office assignment and equipment needs.

Communications and Website Support (15%)

• Serve as point person for program website updates using WordPress; ensure all content and resources are accessible and accurate.

• Update PoE website and LinkedIn on an ongoing basis.

• Keep current program photo/video library for promotional purposes.

• Partner with Program Director to uplift program achievements and advance fundraising efforts.

• Partner with PoE Capstone faculty to upload content to Capstone Projects database and organize individual capstone project records on the PoE website.

• Ensure physical display areas in Wallace Hall are engaging and current; includes posting relevant content shared from external partners and updating/printing display materials for Wallace Hall space.

Other (5%)

• Undertake special projects or additional tasks as assigned and depending on program needs

• Attend meetings and engage with professional development activities to support learning and campus connections.

• Serve on PoE committees.

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 Requirements

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

• Requires high school/GED AND three years office or administrative support experience .

• Equivalent education/experience will substitute for all minimum qualification except when there are legal requirements, such as license, certification, or registration.

Additional Qualifications

• Able to work Monday through Friday, 8:30 am to 5:00 pm, with work required after hours for Capstone Symposia and occasional seminars/events.

• Experience with verifying and processing financial records and payroll details; experience reviewing and analyzing budget and financial resource data.

• Experience verifying employment eligibility, onboarding employees, managing employment cycles, and maintaining compliance with human resource policies.

• Strong interpersonal and communication skills, both written and verbal.

• Ability to work independently, problem-solve, take initiative, set priorities, manage multiple projects efficiently, service mindset and team player acumen.

• Demonstrated understanding and practice of confidentiality, tact, and discretion.

• Proficiency in Microsoft Office Suite and Teams for managing correspondence, forms, reports, schedules, and internal program communications.

Preferred Qualifications

• Working knowledge of UW policies, procedures, and systems including Workday.

• Experience working in higher education, preferably in support of an undergraduate program.

Compensation, Benefits and Position Details

Pay Range Minimum:

$48,396.00 annual

Pay Range Maximum:

$64,740.00 annual

Other Compensation:

-

Benefits:

For information about benefits for this position, visit https://www.washington.edu/jobs/benefits-for-temporary-per-diem-and-less-than-half-time/

Shift:

First Shift (United States of America)

Temporary or Regular?

This is a temporary 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.