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The Nutritional Sciences Program in the UW School of Public Health has an outstanding full time opportunity for a Administrative Assistant 3. The person in this position is a central team member and important contributor in a dynamic program office. The position provides customer service, reception, instructional support, fiscal support, committee support, and related assistance to the program’s faculty, staff, current and prospective students, and leadership team.
The UW Nutritional Sciences Program is a growing interdisciplinary academic program composed of core, interdisciplinary, and clinical faculty who are nationally and internationally recognized experts spanning epidemiology, environmental and occupational health sciences, health services, and other disciplines across campus and the Fred Hutchinson Cancer Research Center. At the undergraduate level, the Nutritional Sciences Program offers a growing major in Food Systems, Nutrition, and Health and a popular nutrition minor. At the graduate level, the Program enrolls approximately forty Master of Science, Master of Public Health, and Doctor of Philosophy students and offers a concurrent graduate training program in dietetics.
This position will be in the Nutritional Sciences Program’s main office located in 305 Raitt Hall on the University of Washington’s Seattle campus. The position will report to the Program Administrator with some work duties falling under the responsibility of the Manager of Student & Academic Services and in collaboration with the student services team.
Office Management and Administration •Respond to and direct in-person, phone, and email inquiries from student, staff, faculty, and guests. •Lead coverage of front office during posted office hours. •Assist faculty, staff, and students with administrative activities including complex scheduling, travel, room reservations, mailing/shipping, arranged parking, and building/room access. Research and respond to technical or procedural questions. •Develop consistent systems and maintain paper and electronic records and databases. Follow and advise faculty and staff on required retention schedules and appropriate disposition of records. •Recognize and appropriately handle sensitive information and maintain the confidentiality of student records and compliance with FERPA. •Partner with IT and facilities teams to facilitate moves, renovations and maintenance needs. Maintain organization and upkeep of shared program spaces and place service requests when required. •Provide scheduling, administrative, and meeting support to the NSP leadership team and program committees/workgroups. •Prepare, proofread, and edit the content of minutes, documents, correspondence, and presentation materials. •Participate in emergency operations planning and preparations.Complete training and serve as one of the Program’s evacuation wardens. •Recommend and implement revisions to office procedures and policies. •Partner effectively with work study student(s), staff, and faculty to manage competing tasks and activities and promptly address requests. •Create and manage email distribution lists and other resources to facilitate program communications. •Perform a variety of processing and computer tasks using Word, Excel, Access, Adobe, WordPress, MyFD, Ariba, the Student Database, and other UW Systems. •Set up equipment for presentations/meetings, assist with general IT questions, and maintain knowledge of program, school, or university IT support resources.
Fiscal Support •Process and track payment requests including honoraria, reimbursements, travel expenses, procard and CTA transactions, and other payments. •Place and receive orders for supplies, equipment, printed materials, and services promptly and accurately. Monitor and replenish inventory as needed. •Stay up to date on fiscal policies, procedures, and systems. Advise faculty, staff, and students on relevant policies and procedures and problem-solve issues when they arise. •Perform monthly reconciliation of budgets and maintain fiscal documentation in compliance with appropriate records retention requirements and schedules. •Monitor expenditures, prepare budget projections and reports, and work with appropriate budget contacts to resolve questions or concerns.
Instructional and Other Program Support •Coordinate and problem-solve instructional support needs for faculty and teaching assistants including textbook or supply orders, equipment reservations, course evaluations, room scheduling, and arrangements for guest speakers. •Coordinate or work collaboratively with staff to plan and host program meetings, conferences, and special events. •Arrange faculty and student recruitment visits, including scheduling meetings, arranging travel, preparing itineraries, and communicating with guests and meeting participants regarding schedules and procedures. •Develop, write, and revise program correspondence, reports, and website content following school and university branding guidelines. •Record and manage statistical information and support program assessment activities. •Assist with ad hoc projects in support of program goals.
As a UW employee, you will enjoy generous benefits and work/life programs. For detailed information on Benefits for this position, click here.
Requires High School/GED AND four years of office or administrative support experience OR equivalent education/experience.
Additional Requirements •Strong organizational, problem-solving, and project management skills •A friendly and helpful demeanor and genuine interest in providing excellent customer service •Clear and professional oral and written communication skills and ability to communicate complex policies to others •High attention to detail and accuracy •Ability to work under pressure and be flexible in the face of deadlines and changing priorities •Resourceful, takes initiative, and has a genuine interest in learning •Proven ability to handle sensitive situations and highly confidential information •Ability to collaborate and communicate effectively with students, staff, and faculty of diverse backgrounds at all levels of the university and the community. •Strong computer skills including proficiency in Microsoft Office Suite and comfort with troubleshooting basic computer questions and equipment setup for presentations/meetings.
Equivalent education/experience will substitute for all minimum qualifications except where there are legal requirements such as 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.