Undergraduate Academic Affairs

August 9, 2024

EXPD now hiring administrative assistant lead

UAA Human Resources

Title: EXPD administrative assistant lead
Department/Program: EXPD
Location: Seattle campus
Full time/Part time: Full time
Salary/Hourly: Salary, classified staff
Service period: 12 month
Posting date: 8/9/2024
Close date: 8/25/2024
UWHires Req. number: 237667
Salary range: $3,839-$5,135/month

Undergraduate Academic Affairs (UAA) is a catalyst and advocate for excellence and innovation in undergraduate education. We lead programs and services for all students to succeed academically, learn from their challenges, and explore who they are, who they will become, and how they will contribute to their communities and the world. Our work ensures that undergraduate education is strengthened by the UW’s distinctiveness as a major public research university.

The Center for Experiential Learning & Diversity (EXPD) is a unit within UAA and comprises programs that focus on meeting undergraduates where they are and supporting them to participate in and get the most out of their Husky experience. Specifically, our programs facilitate mentored research experiences, leadership development, civic and community engagement across the city and region, as well as skill building to deepen understanding of self, professional development and preparation for career, advanced studies and societal contribution. EXPD is located in Mary Gates Hall.

EXPD has an outstanding opportunity for an administrative assistant lead to join our team!

The EXPD administrative assistant lead is responsible for managing office reception, providing general operational and administrative support as well as assisting EXPD program activities and events. This position will lead a team of student staff in fostering a safe and supportive environment in the EXPD suite. The person in this position is required to be in the office from 8:30 a.m. to 5:00 p.m., Monday through Friday. The EXPD administrative assistant lead reports to the EXPD strategy and operations director.

Duties and responsibilities

Office reception (65%) Oversee reception activities for the suite.

  • Serve as the primary receptionist.
  • Create a positive, attentive and welcoming in-person presence, greeting and assisting all guests and employees.
  • Answer phone calls and emails, provide resources and triage inquiries.
  • Responsible for keeping the front desk staffed during operating hours, creating and updating work schedules for student staff on a quarterly basis and establishing a system for continuous coverage.
  • Hire, onboard, train, supervise, coach and evaluate 3-4 student receptionists.
  • Regularly review and update front desk resources (e.g., procedures manual and employee directory) and maintain program materials in the lobby displays.

Administrative support (25%)

  • Work with supervisor to provide facilities management for the suite, including facilities requests, equipment maintenance, maintaining orderliness of common and shared spaces, assigning keys and Husky Card access in CAAMS, and updating safety and evacuation plans for unit.
  • Manage employee onboarding and offboarding activities related to systems access, communication channels; update relevant UW Groups, listservs, Microsoft Teams membership, etc.
  • Maintain, update and use SharePoint site for file management and collaboration.
  • Manage inquiries and issues with the suite’s conference rooms in alignment with EXPD policies and values.
  • Serve as point of contact for external vendor for shredding services and for RICOH printer maintenance and supplies.
  • Monitor office supplies and place orders when needed. Order items as requested by supervisor using a Procard or ticket system. Follow UW and UAA policies and procedures for all purchasing activities including Procard training, reconciling, etc.
  • Retrieve and distribute mail and receive delivered packages for EXPD staff.
  • Attend quarterly EXPD staff meetings and contribute to EXPD-wide community building efforts.
  • Provide calendaring support as needed.
  • Other duties as assigned.

Program support (10%)

  • Learn about and stay up to date on all EXPD programs and current activities.
  • Provide relevant and timely information to students, staff, and visitors regarding EXPD, the suite and programs.
  • Maintain slide deck for lobby TV, working with programs to produce new promotional slides and to remove out of date materials.
  • Assist with event planning and production on an ad hoc basis.
  • Supervise and support student staff who are providing tactical and project support to EXPD programs.
  • Other duties as assigned.

All EXPD administrative staff are expected to demonstrate and integrate the following Undergraduate Academic Affairs competencies:

Accountability and integrity

  • Accepts responsibility for mistakes.
  • Actively seeks and accepts feedback.
  • Demonstrates an understanding of impact on others.
  • Holds self accountable for delivering on commitments and renegotiates when needed and appropriate.
  • Direct, truthful and widely trusted.

Race, equity and difference

  • Confronts individual bias and racism, recognizes own biases.
  • Demonstrates respect for and inclusion of all individuals.
  • Leverages the capabilities of people different from self.
  • Supports equal and fair treatment and opportunity for all.
  • Works effectively in an environment that is diverse in ideas, culture, ethnicity, gender, etc.

Constituent focus

  • Acts with constituents in mind.
  • Develops and follows customer service standards.
  • Establishes and maintains effective relationships with constituents.
  • Gathers and analyzes constituent satisfaction and feedback.

Collaboration and teamwork

  • Achieves results through collaboration.
  • Establishes common ground and connections with others.
  • Collaborates well with people different from self.
  • Shows an interest in and acknowledges others’ input and skills.

Requirements and qualifications

  • High school diploma or equivalent AND four (4) years of office or administrative support experience to include one year of work experience OR a combination of equivalent education and experience.

Additional requirements:

  • Reliable, punctual and communicative with team members
  • Committed to excellent customer service in an environment serving a diverse group of people.
  • Able to organize tasks, complete work and meet deadlines.
  • Resourceful in finding information and resolving issues.
  • Proactive, anticipate issues and recognize opportunities for efficiency or effectiveness.
  • Ability to productively and respectfully communicate and interact in person, on the phone, virtually and in writing.
  • Experience with and commitment to applying policies and procedures.
  • Enthusiasm for learning and using software/cloud applications and online systems.

Desired:

  • Attended/attending college.

How to Apply:

Visit the EXPD website to learn more about their programs. Interested applicants can apply to requisition #237667 on the UW Employment site.