University of Washington Medical Center

Compensation

Full Description

Job Description Position Purpose This position provides comprehensive administrative, fiscal, and operational support for the Department, and is often the primary administrative point of contact for visitors, faculty, staff, and students. The role functions under limited supervision and exercises independent judgment in interpreting and applying university policies and departmental procedures. Specific Duties Building Operations – 25% Serves as the building coordinator. Investigate problem reports, clarify issues and submit work requests into the UW Facilities service request system. Primary contact with problems or questions for copiers and printers; basic repairs, maintenance request, order additional supplies, and troubleshooting. Co-coordinator for building key checkout. Organize key cabinet, revise instructions/forms, check out keys, update database, place key orders, process returns, and provide forms and instructions to new users. Sort incoming/outgoing mail for several box numbers and buildings. Add/remove mailboxes when users change, maintain database of unlisted or former department members with specific forwarding needs, and act as contact for campus mailing services on service changes/updates. Identify and recommend improvements in building operations, tracking service response times and communicating effectively with Facilities Services and departmental leadership. Administrative and Fiscal Coordination – 40% Serve as the primary administrative contact for the department, coordinating communication and information flow among faculty, staff, students, and external partners. Answer phones; redirect inquiries as necessary; provide information or referral as appropriate. Maintain and update call referral list (e.g., who to call if someone asks for an entomologist). Manage departmental fiscal and reimbursement processes in Workday, assisting department members with questions, writing guidance documents, and ensuring compliance with University and departmental policies. Purchase and reconcile airfare, hotel, and registration for department members and visitors using Workday, in accordance with university policy. Update departmental safety documents and coordinate relevant trainings and drills. Maintain and inventory office supplies for administrative staff and research labs; organize cabinets, place orders, process special requests, plan for future events, and reconcile costs. Facilitate departmental correspondence; act as administrator on departmental listservs, approve and send email announcements and/or reminders; update instructions and information as needed. Assist with faculty recruitment, candidate seminars, and grad lunches. Collaborate with the Department Administrator on fiscal and HR-related projects, preparing data, reports, and correspondence involving confidential information. Work with faculty and graduate students to facilitate their events. Advise on university policies, purchase food/supplies, or assist in reimbursement processing in Workday. Coordinate new employee onboarding for faculty, staff, postdocs, and student employees, including office setup, systems access, key issuance, listserv additions, and routing required forms between the new hire, the Chair, and the Administrator. Create departmental flyers, location signs, directories, spreadsheets, letters and other documents. Create and revise departmental forms, especially for travel and key requests. Recommend process improvements to enhance administrative efficiency and service delivery. Primary contact for support staff cash handling; manage all cash/check deposits for keys, instruct department members on safe cash handling, and drop off deposits for special projects. Manage and maintain communal spaces including the administrative office, building break room and meeting rooms. Chair and Administrator Support – 15% Manage departmental calendars, including scheduling meetings for the Chair and Administrator, and coordinating agendas, attendance, and logistics. Serve as a confidential administrative resource for the Chair and Administrator on personnel, fiscal, and departmental matters. Support the Chair, Administrator, and Advancement team by coordinating event logistics, scheduling, and information needs for departmental functions and hosted visitors in the Life Sciences Building, Hitchcock Hall, and Kincaid Hall. Seminar and Event Coordination – 15% Primary contact for the Department seminar series, providing support to the Seminar Committee. Main contact for speaker travel arrangements, lodging, scheduling, and reimbursement processing in Workday. Compile and track information on honorarium requests and travel reimbursements in Workday. Provide UW and Department policies and procedures to travelers. Create invitation letters, host instructions, seminar flyers and advertisements. Act as coordinator for faculty and graduate hosts; instructing on departmental procedures and services, providing clerical support, compiling budget information, redirecting requests to appropriate staff. Maintain supplies/refreshments for seminars; conduct quarterly inventory, purchase supplies, and organize storage. Assist department members in hosting lunches for speaker; assist seminar host with developing a budget, order food, provide supplies, and deliver to event. Present pre-seminar refreshments; prepare and arrange refreshments, answer attendee questions, greet host and speaker. Advertise department seminars both to members and outside departments and institutions. Provide post-event analysis and documentation of expenses for reconciliation and reporting. Other related duties and special projects as assigned – 5% Contribute to departmental initiatives involving process improvement, records management, and operational planning. Minimum Qualifications: Requires High School/GED AND three years of office or administrative support experience. Equivalent education and/or experience may substitute for minimum qualifications except when there are legal requirements, such as a license, certification, and/or registration. Additional Requirements: Progressively responsible administrative experience that includes purchasing, reimbursements, and supplier payments in an enterprise financial system (e.g., Workday Finance, Oracle, SAP, Ariba, or equivalent). In-person front-desk/customer service experience in a high-traffic academic, research, medical, or public-sector environment. Experience coordinating building access, key control, and facilities service requests (FS-Works or equivalent). Experience supporting events, seminars, or hosted visitors, including scheduling, logistics, catering or travel coordination, and post-event expense reconciliation. Experience managing executive calendars (Chair/Administrator or equivalent), including cross-unit scheduling, agendas, and meeting logistics (Teams/Zoom links, materials). Ability to work on-site Monday–Friday to support key control, mail handling, facilities coordination, event setup, and in-person service; no telework available. Compensation, Benefits and Position Details Pay Range Minimum: $47,448.00 annual Pay Range Maximum: $63,468.00 annual Other Compensation: - Benefits: For information about benefits for this position, visit https://www.washington.edu/jobs/benefits-for-uw-staff/ Shift: First Shift (United States of America) Temporary or Regular? This is a regular position FTE (Full-Time Equivalent): 100.00% Union/Bargaining Unit: SEIU Local 925 Nonsupervisory About the UW Working at the University of Washington provides a unique opportunity to change lives – on our campuses, in our state and around the world. UW employees bring their boundless energy, creative problem-solving skills and dedication to building stronger minds and a healthier world. In return, they enjoy outstanding benefits, opportunities for professional growth and the chance to work in an environment known for its diversity, intellectual excitement, artistic pursuits and natural beauty. Our Commitment The University of Washington is committed to fostering an inclusive, respectful and welcoming community for all. As an equal opportunity employer, the University considers applicants for employment without regard to race, color, creed, religion, national origin, citizenship, sex, pregnancy, age, marital status, sexual orientation, gender identity or expression, genetic information, disability, or veteran status consistent with UW Executive Order No. 81. To request disability accommodation in the application process, contact the Disability Services Office at 206-543-6450 or dso@uw.edu. 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. 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