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. All of which has allowed the UW to be nationally recognized as a "Great College to Work For" for five consecutive years. The College of Engineering Dean's Office has an outstanding opportunity for an Office Coordinator (Administrative Assistant 3).This Office Coordinator position offers superior customer service while serving as point person for the College of Engineering (COE) Dean's Office main office. The Office Coordinator will independently manage day-to-day front office operations for the COE Dean's Office. This position is a member of the Operations team, and reports to the Assistant to the Dean.RESPONSIBILITIESDean's Front Office Coordinator (70%)*Answer multi-line telephones, refer visitors, resolve problems and respond to inquiries regarding college procedures and services. *Support the CoE Dean's Office staff: assist with incoming visitors and appointments, provide general information about the College of Engineering, and refer staff, faculty, or staff to appropriate resources on campus.*Develop guidelines, policies and procedures for front office functions. Update copy on internal web pages and/or other resources to communicate front office services. Devise, evaluate and revise forms.*Process incoming and outgoing mail. Maintain mailboxes for all Dean's Office staff and faculty. Coordinate shipping requests via UPS, FedEx, and USPS. Maintains forwarding address information.*Coordinate conference room reservations and communicating/enforcing space use proceduresoCommunicate how to reserve room, request a/v equipment, and coffee/tea setupoCommunicate and enforce cleanup, equipment security, and room securityoTroubleshoot basic equipment malfunctions that do not require IT assistance*Assist the Building Coordinator with utilizing the UW facilities system to submit reports for building operational problems and maintenance issues.*Maintain inventory of office, kitchen and first aid supplies using UW ProCard and online UW purchasing/ordering systems. Monitor purchases to assure they are within budget limitations. Maintain corresponding records.*Reconcile charges using the on-line PaymentNet system, and provide the business office with appropriate reports and documentation. *Operate and maintain office equipment including copy, fax and shredding machines.*Perform general maintenance and clean up for Dean's Office spaces including the kitchen, supply area, copy room, reception area and mailrooms, offices as needed. *Assist events coordinator with events set up and logistical support during events. Provide drink cart and supplies to groups as requested. Return tables and other event equipment left in the reception area or grad mailroom to storage area.*Provide general administrative support to CoE Dean's Office staff. Other duties as assigned.*Serve as contact for outside vendors*Manage and maintain contact list, first floor directory, and mailboxes*Manage dean's staff e-mail listserv*Act as resource to college students, staff, and faculty, responding to various inquiries*Other duties as assignedDean's Office Events Coordinator (30%)*Schedule and coordinate select college-level reoccurring events such as: - Fall All-College Meeting - Quarterly Staff Coffee with the Dean - Yearly Leadership Retreat - Annual Dean's Office Clean Out - Spring Picnic*Oversee the setup of regular administrative meetings including sending agendas, reserving space, sending meeting reminders, etc.*Serve as a resource and give guidance to Dean's Office staff members in planning and preparing for Dean's office events, to include: community building activities, retirement celebrations, etc.*Assist Dean's Office staff with their catering needs. Work with catering companies, assist with menu selection, receiving the catering, set up, etc.*Plan and host select staff parties and moral boosting activities such as seasonal parties, staff picnic, potlucks, etc.*Assist with special projects and other duties as assignedMINIMUM REQUIREMENTS: High School/GED AND four years of office or administrative support experience OR equivalent education/experience.ADDITIONAL REQUIREMENTS: *Demonstrated ability to multi-task; manage multi-phone line system, assist visitors and receive projects from faculty/staff simultaneously.*Demonstrated proficiency with the use of computers, electronic mail word processing, spreadsheets, Internet systems, and effective Internet research skills.*One year of applicable customer service experience.*Effective writing skills. Proven ability to write clear electronic mail messages with a positive tone, correct grammar and punctuation, and follow standards when applicable.*Basic math proficiency for performing computations.*Self-starter, with independent decision making skills, good attention to detail, and the ability to maintain confidentiality.*Effective interpersonal communication and customer service skills. Ability to work professionally with donors or other constituents, colleagues, students, and the general public.*Proven ability to work independently and problem solve, take initiative, set priorities and handle multiple projects and deadlines, as well as the ability to respond effectively to changing priorities.*Positive, optimistic, success-oriented attitude.*Timely and predictable attendance.DESIRED:*Experience with UW eTravel, and eProcurement*Prior experience working with the UW systemEquivalent education/experience can substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration.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 Workforce 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.
Founded in 1861, the University of Washington is one of the oldest public institutions in the west coast and one of the preeminent research universities in the world. The University of Washington is a multi-campus university comprised of three different campuses: Seattle, Tacoma, and Bothell. The Seattle campus is made up of sixteen schools and colleges that serve students ranging from an undergraduate level to a doctoral level. The university is home to world-class libraries, arts, music, drama, and sports, as well as the highest quality medical care in Washington State and a world-class academic medical center. The teaching and research of the University’s many professional schools provide undergraduate and graduate students the education necessary toward achieving an excellence that will serve the state, the region, and the nation. As part of a large and diverse community, the University of Washington serves more students than any other institution in the Northwest.