ADMINISTRATIVE ASSISTANT 2 - University of Washington

Req #: 241619 Department: RADIOLOGY Posting Date: 12/10/2024 Closing Info: Closes On 12/24/2024 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-20220908\_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 Department of Radiology has an outstanding opportunity for a full-time **Administrative Assistant 2 (NE S SEIU 925 Non Supv).** This is an in-person office position and does not have the ability for remote work. Work hours are Monday through Friday from 8:00a to 5:00p. The Administrative Assistant 2 is the main point of contact for the School of Medicine Department of Radiology at Harborview Medical Center and supports faculty and staff in day-to-day operations. In addition, they will provide support across the enterprise in collaboration with their counterparts at other locations. The individual must be approachable, trustworthy, eager to help, and able to establish effective interpersonal relationships with the faculty and staff. This role requires attention to detail, efficient organizational skills, and the ability to complete tasks promptly. The Administrative Assistant 2 contributes to the growth and success of the Department of Radiology by executing the mission and vision. **DUTIES AND RESPONSIBILITIES** Front Office Operations (45%) + Provide friendly and professional reception service as the first contact for the Department; answer and triage main office phone calls. + Provide basic information, directions, and answers to general departmental questions; serve as a primary contract for department visitors. + Manage, receive, and initiate incoming and outgoing departmental deliveries and shipment logistics; serve as campus courier for small deliveries. + Accept incoming mail; short and route mail; pick up and prepare outgoing mail. + Maintain departmental bulletin boards and oversee room schedules and reservations. + Oversee and issue building keys and maintain inventory; process key payments and prepare key refund forms. + Track and receive office supply inventory, order and stock supplies, and maintain records of orders. + Track and receive lab coat orders for faculty at HMC. + Purchase, manage, and reconcile visitor parking passes.Administrative Support (45%) + Provide administrative support to the faculty, including coordination and scheduling of meetings. + Submit reimbursements for faculty through Purchase Path, collating and scanning all receipts, and assigning accurate departmental worktags. + Handle small purchases utilizing Procurement Card. Verify and reconcile all charges weekly. + Photocopy and collate material as requested; scan files. + Operate a variety of office equipment, such as computers, printers, multi-line phone system, and copy machine; may request office equipment maintenance or facilities repairs. + Keep work areas throughout the administrative suite clean and tidy. + Place work orders to Facilities when needed, such as carpet cleaning, replacing lights, etc. + Assist in coordinating office space for new faculty and/or staff under the direction of the Site Administrator. + Other duties and administrative assistance as assigned.Event Coordination (5%) + Under the direction of the Site Administrator, plan and coordinate departmental events, including the placement of food orders, set up and clean up.Other Duties as Assigned (5%) + Perform other duties or projects as required or assigned by the Site Administrator. + Participate in fostering a collaborative environment with diversity as a core value. We are passionate about building and sustaining an inclusive and equitable working environment for all students, staff, and faculty. **MINIMUM REQUIREMENTS** + Requires High School/ GED AND two years of office or administrative support experience OR an equivalent combination of education and/or experience. **ADDITIONAL REQUIREMENTS** + Proficiency in standard Microsoft Office Suite applications such as Outlook, MS Word and Excel. + Strong interpersonal skills with demonstrated ability to communicate effectively in writing, by phone, and in person with professionalism, diplomacy, sensitivity and discretion with diverse internal and external constituents including faculty, staff, trainees, and visitors. + Ability to take direction and work independently, professionally, and proactively, with a high degree of reliability and accuracy. + Demonstrated collaborative work style and ability to work well in a diverse workplace. + Excellent organizational skills and ability to multitask. + Demonstrate self-directedness and proactive initiative in addressing assigned tasks and challenges while working with reliability, accuracy, and productivity. **DESIRED QUALIFICATIONS** + Experience in higher education is preferred. + Experience with UW Financial Systems is preferred. **MISSION AND VALUES** **Mission:** To meet the clinical needs of patients and families we serve, to train the practitioners and leaders of tomorrow, and to advance imaging sciences to improve the human condition. **Values:** + Quality + Innovation & Impact + Leadership + Partnership + Fairness **ADDITIONAL INFORMATION** Internal/External Contacts + UW Customers + Department of Radiology Faculty, Staff, and Trainees + HMC Staff, Faculty and Trainees + Other related Faculty, Staff, and Students + VendorsSupervision + This position reports to Valeria Valencia Gonzalez, HMC Site Administrator in the Radiology Department. **PHYSICAL DEMANDS** _The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions._ While performing the duties of this position, the employee is regularly required to speak or hear. The employee frequently is required to sit; stand; walk; use hands to write, finger, handle or feel; and reach with hands and arms. The employee must occasionally lift and/or carry up to 25 pounds. 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.