ADMINISTRATIVE ASSISTANT 3 (Fixed Duration/Temporary) - University of Washington

Req #: 233211 Department: DEPARTMENT OF MEDICINE: HEMATOLOGY & ONCOLOGY Appointing Department Web Address: https://hemonc.uw.edu/ Job Location Detail: Fred Hutchinson Cancer Research Center-South Lake Union Posting Date: 04/15/2024 Closing Info: Open Until Filled Salary: $3557 - $4740 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 University of Washington's** **_Division of Hematology & Oncology_** **is seeking a** **_Temporary_** **,** **_Full-Time_** **Administrative Assistant 3** to support the diverse and complex activities of faculty members, including research, and service. Our people are the most important asset in our pursuit of achieving excellence in education, research, and community service. Our staff not only enjoys outstanding benefits and professional growth opportunities, but also an environment noted for diversity, community involvement, intellectual excitement, artistic pursuits, and natural beauty. At the University of Washington, diversity is integral to excellence. We value and honor diverse experiences and perspectives, strive to create welcoming and respectful learning environments, and promote access, opportunity and justice for all. The Administrative Assistant 3 will join the GUMO Research team of faculty and staff with providing administrative assistance to the Genitourinary Medical Oncology (GUMO) Research Program in completing identified program and administrative functions for the Division of Hematology & Oncology. Under the general direction of the Business Manager, the Administrative Assistant will join the GUMO team providing administrative support duties for GUMO faculty. As a member of this team, the position contributes to department level initiatives including faculty support, event planning and implementation and special projects. **DUTIES AND RESPONSIBILITIES** - Responsible for office operations. As the initial contact person, represent GUMO unit with courtesy and professionalism. Provides inquiries with accurate information and refers questions appropriately. - Manage faculty calendars serving as the primary point person for requests, meeting invites and other scheduling needs; - Answers phones. Requires knowledge of the program requirements, content, policies and procedures. Prepares, organize and maintains administrative files. Maintains any procedural manuals. - Coordinate meeting and events (logistics, schedules, in-person and remote meeting technology, information distribution, catering, and follow-up on action items). - Support Principal Investigators with domestic and international research activities including arrangements for domestic and international conferencing, international and domestic travel booking and reimbursement, and purchasing and shipping. - Coordinate staff and patients with making travel arrangements as needed. This may entail arranging for transportation for visitors, making local hotel reservations, and communicating those arrangements. - Serve as the staff lead for purchasing and processing procurement, travel and other reimbursement using multiple methods supported by the UW. - Operate office equipment such as copy machine, fax and multi-line phone system. Operates all functions of the phone system: voice mail, transfers calls, arranges conference calls, takes accurate phone messages and serves as the office resource on the operation of the phone system. - Provide support to faculty with attendance at meetings. Participates in all meetings and activities pertinent to the position. Takes meeting minutes as requested. Sends follow-up communications. - Coordinate department's special functions such as the annual holiday party. - Opens and distributes mail to staff and Principal Investigators per established unit protocols. Prepares program outgoing mail or faxes. - Maintains knowledge of and participate in program activities related to accreditation and compliance. - Performs related duties as assigned by Business Manager. **Minimum Qualifications** - Requires High School/GED AND three years of office or administrative support experience OR equivalent education/experience. **Desirable Qualifications** - Prior experience working with a database program with skills beyond data entry. - Prior experience in organizing filing systems - paper and electronic. - Expertise with Word and Excel and the advanced functions of each: macros, merging, formulas, etc. - Familiarity with University systems such as ARIBA, PROCARD, My Financial Desktop, Grant Tracker, eFECs, SAGE, GCCR, etc. - Good communication skills, both verbal and written, including composition skills for business letters and other professional correspondence. - Skill in the use of email as a communication tool. - Good interpersonal skills as vital to interactions with faculty, staff and students. - Ability to multi-task and complete projects on time. **Application Process:** The application process for UW positions may include completion of a variety of online assessments to obtain additional information that will be used in the evaluation process. These assessments may include Work Authorization, Cover Letter, and/or others. Any assessments that you need to complete will appear on your screen as soon as you select "Apply to this position". Once you begin an assessment, it must be completed at that time; if you do not complete the assessment you will be prompted to do so the next time you access your "My Jobs" page. If you select to take it later, it will appear on your "My Jobs" page to take when you are ready. **_Please note that your application will not be reviewed, and you will not be considered for this position until all required assessments have been completed._** 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.