ADMINISTRATIVE ASSISTANT 2 - University of Washington

Req #: 233315 Department: COLLEGE OF ENGINEERING Job Location Detail: Hybrid Eligible Posting Date: 04/17/2024 Closing Info: Closes On 05/01/2024 Salary: $3,477 - $4,299 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 position entails administering support for Battery programs and the Battery500 Consortium, including assistance for Battery500 faculty and personnel, project coordination, and event organization. This role ensures the Consortium operates smoothly by delivering prompt, autonomous, and proficient administrative support in a professional capacity. Responsibilities often include liaising on behalf of faculty with senior management, staff, colleagues from other institutions or national labs, representatives of funding agencies, and officials from professional organizations, businesses, industry, and governmental bodies external to the university. This position provides administrative support to three high-profile research faculty members and assists the Battery500 Consortium leaders. The role demands a high degree of personal initiative, strong communication skills, adeptness in organizing and prioritizing tasks to maintain efficient workflow, high work standards, and a proactive approach to delivering excellent customer service within a dynamic and evolving operation that includes numerous high-profile events and initiatives. The position routinely faces new administrative challenges inherent to a fast-paced environment and an interdisciplinary lab setting. **DUTIES AND RESPONSIBILITIES** Administrative Support: (45%) + Act as the principal assistant to multiple battery faculty and leaders of the Battery500 Consortium and associated faculty members. + Support faculty initiatives by developing new processes, forms, and communications, including but not limited to new committees, student opportunities, and international programs. + Manage faculty calendars meticulously, scheduling meetings with precise attention to duration, transportation time, and necessary preparation time. + Serve as the primary point of contact for faculty, liaising with representatives from Deans' offices, the Chair, and external partners on their behalf. + Coordinate meeting logistics, responding promptly to requests, ensuring faculty are informed of meeting dates and appointments, and providing necessary materials in advance. Take detailed notes during meetings and ensure follow-up on action items. + Issue reminders and notifications regarding important commitments, ensuring all official obligations are met in a timely manner. + Arrange travel accommodations and itineraries for faculty, collaborating independently with travel agencies and staff to ensure arrangements are completed efficiently and billed according to policy. Prepare and submit travel expense reports and reimbursements in accordance with established procedures. + Manage timesheets, payroll reports, and personnel forms for faculty and students, ensuring accuracy and compliance with relevant regulations.Event Coordination & Logistics: (40%) + Coordinate, organize, and provide administrative assistance for special meetings and events upon request from faculty or other battery community members. This includes reserving rooms, coordinating food or catering, and arranging necessary equipment and materials. + Provide additional administrative support for large meetings and conferences managed by event staff, attending planning meetings as needed. + Assist with post-event clean-up, ensuring furniture, supplies, refreshments, and leftovers are returned to permanent storage. + Review and approve facilities use requests, ensuring compliance with food safety and alcohol licensing regulations for meetings and special events. + Develop agendas and draft invitations, reports, surveys, and other professional correspondence, often containing confidential or sensitive information. + Utilize authorize.net, touchnet, Zoho forms, and/or Cvent to create event registrations and collect registration fees. Process refunds and provide receipts to participants.Fiscal Administration: (10%) + Utilize UW Connect Finance forms to request purchases, travel and non-travel reimbursements, non-employee payments (i.e. honorariums) and other fiscal business processes. Liasson with the Engineering Shared Environment (ESE) as needed. + Advise travelers on UW travel policies and help them to follow Federal, State and institution regulations and procedures. + Based on established monthly timelines, provide complete and accurate records for all ProCard and Central Travel Accounts (CTA). + Exercise independent judgment to assume compliance with multiple agencies and with established UW policies and procedures and ensure accuracy of transactions for appropriate worktags, spend codes, etc. Initiate appropriate actions to resolve any errors. + Perform regular financial reporting on registration fees collected and process requests for funding transfers. Ensure document retention efforts to ensure compliant archival of records. + Maintain electronic records for delegations, approvals, and fiscal transaction activities for receiving and month end close.Other duties as assigned: (5%) + Participate in departmental, College, and campus wide meetings as appropriate. + Ad hoc administrative, event, and other support for additional Collaboration Core participating units. + Other related duties as assigned. **MINIMUM REQUIREMENTS** + Requires High School/GED AND two years of office or administrative support experience OR equivalent education/experience. 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.