ADMINISTRATIVE ASSISTANT Jobs in USA | University of Washington Career

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 Psychiatry and Behavioral Sciences within the UW School of Medicine is the third largest clinical department with 285 full-time faculty members, 280 clinical faculty members, and over 300 staff. Department faculty provide clinical services in 5 hospitals, 14 primary care locations, and several outpatient sites in addition to telepsychiatry consultations to more than 150 clinics in Washington and beyond. As the only academic psychiatry department serving the five state WWAMI region (Washington, Wyoming, Alaska, Montana, Idaho), the Department’s highly competitive residency training program is largely responsible for developing the mental health workforce in the Pacific Northwest. The Department’s robust research portfolio totals $35 million in grants and contracts per year for projects ranging from clinical neurosciences to treatment development to health policy and population health. The Department is recognized as an international leader in developing, testing, and implementing Collaborative Care, an integrated care model increasingly seen as a solution for population-based mental health care. Other areas of excellence include Addictions, Autism, High Risk Youth, Neurosciences, and Trauma, and the Department is developing innovative new programs in Technology and Mental Health, Global Mental Health, Maternal and Child Mental Health, and Targeted Intervention Development.

The Department of Psychiatry and Behavioral Sciences has an outstanding opportunity for a 60% FTE Administrative Assistant to join their team.

This position supports the administrative staff, research scientists, faculty, and the information dissemination staff at ADAI. Under general supervision, the Administrative Assistant independently performs administrative assignments of varying complexity which require knowledge of University of Washington, ADAI, and departmental policies and guidelines, and the use of judgement in non-routine matters such as scheduling meetings, coordinating venues, taking minutes of meetings, editing and summarizing minutes for distribution, contributing to written materials and web page content, and arranging Institute events. The position also provides support in the analysis of personnel, financial, payroll, and other data and creates and disseminates reports as needed.

Office

DUTIES AND RESPONSIBILITIES

Front Desk: Answer telephones, retrieve voice mail messages, respond to or refer inquiries regarding Institute procedures and services; greet visitors. Receive, sort, and distribute mail, messages, and office supplies. May perform complex word processing tasks such as

composing correspondence
merging and sorting
integrating text with graphics
desktop publishing for reports
spreadsheet and database files
typing grant application materials
composing meeting notices; proofread material, take meeting minutes
editing copy to correct for sentence structure, spelling, grammar, punctuation, and format

Maintain administrative records and filing systems, monitor financial records, responding to inquiries regarding departmental policies and procedures

Work with other ADAI personnel to digitize existing paper records

Calendaring/Scheduling events – schedule calendar events for Institute meetings and events.

Ensures an informed approach to management of the ADAI office, taking into account the complexities of many staff working a hybrid office / remote schedule

Coordinates projects as delegated by the ADAI Director, Administrator, and others at the Institute

Proactively develops new office and administrative procedures. This is especially important in light of ADAI personnel frequently working hybrid or remote work schedules.

Performs analyses of ADAI operational data to provide high-level context to Institute leadership regarding the impact of proposed decisions

Grants & Contracts

Assist departmental Research Operations personnel with financial tasks as needed.

Financial

Purchasing & Payments: Use eProcurement to purchase supplies and make payments.

Prepare reimbursements and pay invoices in the Ariba system.

Travel: May coordinate travel arrangements and itineraries with external agencies.

Assist in preparation, compilation, and coordination of reports and records such as financial, purchasing, and inventory.

Works with the ADAI Administrator to monitor and report on Institute operating budgets on a regular basis

In an independent manner, provides recommendations to ADAI leadership regarding forecasted equipment requirements; works with vendors and UW offices to develop budget estimates

Facilities

Inventory: Coordinate and maintain inventory of office supplies in storage cabinets, and stock kitchen and bathroom with supplies.

Housekeeping: Stock copier and fax with paper and toner; fill paper towels in kitchen and bathroom; assure that soap, towels, and other kitchen items are available.

Information Dissemination Support

Basic content development (announcement-type blog posts: of upcoming events, media coverage, new information products).

Social media: compose basic announcements.

Work with other ADAI personnel to ensure that the ADAI Website is current and actively updated: data entry for updates and changes; find broken links; routine maintenance.

Other

Running errands – Occasionally take deposits to the bank and purchase incidentals at local stores. Perform other duties as assigned.

Requirements

Requires High School/GED AND four years of office or administrative support experience OR equivalent education/experience.

Desired Qualifications

Must be proficient with Word, Excel and Outlook and have strong keyboard skills and the ability to periodically troubleshoot Microsoft products.

Ability to conduct internet searches, find, and apply a solution.

Must have excellent proofreading skills, and both written and oral communication skills.

WordPress web page development software experience or blogging.

Experience with graphics and design software, video production.

Familiarity with Acrobat Professional and Microsoft Publisher.

Working knowledge of University of Washington systems and procedures.

College Degree.

Applicants considered for this position will be required to disclose if they are the subject of any substantiated findings or current investigations related to sexual misconduct at their current employment and past employment. Disclosure is required under Washington state law .

Committed to attracting and retaining a diverse staff, the University of Washington will honor your experiences, perspectives and unique identity. Together, our community strives to create and maintain working and learning environments that are inclusive, equitable and welcoming.

The University of Washington is a leader in environmental stewardship & sustainability , and committed to becoming climate neutral.

The University of Washington is an affirmative action and equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, gender expression, national origin, age, protected veteran or disabled status, or genetic information.

To request disability accommodation in the application process, contact the Disability Services Office at 206-543-6450 or dso@uw.edu .

COVID-19 VACCINATION REQUIREMENT

Governor Inslee’s Proclamation 21-14.2 requires employees of higher education and healthcare institutions to be fully vaccinated against COVID-19 unless a medical or religious exemption is approved. Being fully vaccinated means that an individual is at least two weeks past their final dose of an authorized COVID-19 vaccine regimen. As a condition of employment, newly hired employees will be required to provide proof of their COVID-19 vaccination. View the Final candidate guide to COVID-19 vaccination requirement webpage for information about the medical or religious exemption process for final candidates.