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 UW Department of Environmental Health and Safety (EH&S) currently has an outstanding opportunity for an Administrative Assistant 3 to join our Chemical Waste Team in the Environmental Programs section. To support the University of Washington’s teaching, research, and service missions, EH&S assists organizational units in meeting their responsibility to protect the environment and to provide a safe and healthful place of employment and learning. This position will directly contribute to and be accountable for creating and sustaining a culture of safety, service, accountability, and excellence within EH&S. Additionally this position will help to adopt strategic planning initiatives from the EH&S Strategic plan and support data gathering for metrics and performance monitoring to ensure organizational efficiencies and desired outcomes are met and program goals are achieved.
Under general direction this person will provide administrative support to the Environmental Programs Assistant Director, Manager and staff in the Environmental Programs Office. This office provides environmental services to all schools, colleges, medical facilities and departments of the University of Washington. Represent the Assistant Director and/or unit's goals and interests and provide and/or coordinate functions such as budget and space management/analysis, grant and contract proposal preparation, records management, student services and/or personnel administration.
DUTIES AND RESPONSIBILITIES:
General Administrative Support
-Serve as main office first point of contact: greet & direct visitors, answer phones and triage calls; assist with EHS-wide coordination of telephones; ensure Environmental Programs section phone coverage Monday-Friday from 8:00AM to 5:00PM -Coordinate administrative responses including, but not limited to, fielding questions from University staff, faculty and students for all levels of EHS service. In depth knowledge of EHS services as to provide timely and correct routing of both routine and emergency EHS service requests. -Monitor, control and develop budget estimates for activities funded from a variety of sources such as state, indirect and cost center accounts. In concert with the Assistant Director, establish short- and long-term fiscal plans and performance goals. Develop, plan and coordinate special projects such as coordinating move of facilities/office, production of annual reports (both internal and external regulatory agency), community outreach and conducting surveys of major importance to the unit. -Provide administrative support to the Office staff, including maintaining calendars, scheduling meetings, maintaining files and tracking Program activities. -In coordination with our payroll and Informational Services (IS) staff, assist in orientation and on/off-boarding process for staff:; assist managers when employees leave the department; order/cancel office phones for staff & collect keys -Format transcription for rough drafts; compose and process correspondence, meeting notices and agendas, compile and process reports, manuals, manuscripts, schedules, brochures and other documents. -Proofread correspondence and edit for formatting, sentence structure, spelling, grammar and punctuation. -Maintain office supply inventory and other common use items, such as first aid and emergency kits. -Possess working knowledge of software such as MS Word, Excel, Power Point, Visio, Access, and HTML. -Use graphics software and make recommendations regarding the appropriate graphic display of information. -Perform complex word processing tasks such as drafting, merging and sorting, integrating text with graphics, spreadsheet, newsletters, database files, uploading/downloading, and technical data entry. -Maintain records of incoming and outgoing correspondence, documents and follow-up on work in progress. -Perform duties related to the development, maintenance and updating of an EPO educational outreach program. -Assist program staff in developing and maintaining an educational outreach program. Activities would include scooping, writing, editing, publishing and distributing educational and outreach tools related to the offices policies and procedures. -Assist with the preparation of training session presentation materials.
-Manage building access and required IDs; order keys for staff; assist with card key access for employees, as needed. -Coordinate building maintenance/repairs; place and follow work order requests -Serve as section coordinator for surplus property; receive/process requests from staff and generate required lists; coordinate with departmental inventory staff member with any tagged items. Coordinate pick-up and drop-off of surplus items -Serve as section liaison and coordinator for recycling and custodial issues -Support the coordination of office moves/space changes/relocations as needed
-Responsible for managing MyChem email inbox -Work with IS to develop standard SOPs/formats for saving electronic files such as technical reports -Maintain EP Section S-Drive administrative forms and processes. -Maintain EP Section-specific mailing lists, with back-up assistance from IS as needed -Maintain and update organizational charts -Advise callers on use of website, finding forms online; report problems (e.g. Broken links) to IS -Coordinate Public Records Requests; legislative reviews
-Coordinate section administrative files and file index including reminding staff about annual record maintenance, including retention, archiving, or destruction of records according to the retention schedule -Maintain database of staff information -Perform specialized duties related to the compilation and maintenance of the Chemical Waste Access database, Spill Consultation database, PCB database, Staff training Access database, Key Client time tracking database and MyChem database.
High School/GED AND four years of office or administrative support experience OR equivalent education/experience.
Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration.
Experience with MS Access data entry.
As a UW employee, you will enjoy generous benefits and work/life programs. For a complete description of our benefits for this position, please visit our website, click here.
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 may include Work 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.