The UW Department of Environmental and Occupational Health Sciences, housed in the School of Public Health, is seeking a full-time Administrative Assistant 3 to support the diverse and complex activities of the department’s central operations.
Environmental and Occupational Health has an outstanding opportunity for a Administrative Assistant. Reporting to the Assistant Administrator, the Administrative Assistant will join the various teams supporting the department’s core activities. This position will support the financial operations of the department, joining budget managers to generate and coordinate grants and contracts as well as faculty budgets and gift accounts. The Administrative Assistant will also support the Human Resource managers with various transactions in the university’s HR and payroll system. The position will partner with the Chair’s office part-time Administrative Assistant to support department committees and events, and provide back-up management of the Chair’s calendar.
Specific duties include:
Financial Team Support: Working closely with five or more budget managers, the Administrative Assistant will:
Enter costing allocations in Workday coordinating budget details with the budget managers and monitor accuracy of information aligned with payroll deadlines.
Collect biosketches for all grant applications
Collect signatures for federal grant submissions including Other Support documents
Conduct review of ProCard purchases in-put by administrative and research staff members checking for accuracy and compliance.
Review expenses reflected in the University’s financial system, My Financial Desktop, monitoring accuracy of budget charges, sufficient documentation, and compliance with federal, state, and university procurement regulations.
Assistant Administrator Support:
Monitor the new and ending department budgets and use date to up-date the monthly budget signature authority report.
Provide report to budget and research managers for review and use, fielding initial questions and making adjustments. Help ensure the information is up-to-date and compliant with UW audit procedures and processes.
Plan quarterly fiscal meetings held with the budget managers and administrative coordinating staff to include soliciting agenda items, developing agenda, taking and distribution minutes and supporting materials.
Enter quarterly chargebacks for various department accounts including printing, copying, and other expense categories.
Generate monthly grant award and submission reports and post on the department intranet for faculty meetings.
Coordinate central department electronic financial record keeping including managing the electronic folders housing procurement documentation aligned with audit requirements and records retention.
Conduct monthly reviews/department audits of procurement records. Department Leadership Support:
Coordinate the monthly department research infrastructure meetings including helping set the agenda, take minutes, generate, gather and post supporting materials.
Provide back-up for managing the Chair’s calendar.
Assist with department special events including retreats, staff recognition, donor receptions, holiday parties, and other activities.
Assistant Human Resource managers with faculty search activities including recruitment detail, visit logistics, and follow-up activities.
Requires High School/GED AND four years of office or administrative support experience OR equivalent education/experience.
Proficient in Word and Excel and scheduling/calendaring software. Excellent written, verbal and interpersonal communication skills. Demonstrated initiative. Strong organizational skills to include efficiently managing multiple priorities. Ability to work independently under general rather than close supervision. Demonstrated ability to work with diverse groups of people. Attention to detail, well organized, and demonstrated experience managing multiple requests.
Bachelors degree in communications, business, environmental health or related fields. Experience with event planning. Experience with web content editing in CMS programs (Drupal) and remote meeting technology (Zoom).
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.