Administrative Assistant 2 - Office of the CEO, UW Medicine

University of Washington; Seattle (WA); On-site; USD 45,000 - 59,000; Part time

Job summary

University of Washington in Seattle seeks a Part Time Administrative Assistant 2 for the Office of the CEO, UW Medicine. The role provides reception, secretarial duties, and audiovisual conference room support, totaling 20 hours per week in the office, Monday through Friday from 8:00 am to 12:00 pm.

Candidates should demonstrate professionalism, autonomy, and the ability to prioritize conflicting tasks. Cross-training is required to serve as backup as needed and experience with confidential

Qualifications

• Minimum high school diploma or GED required with two years of administrative support experience.
• Experience handling confidential materials and interacting with leadership preferred.
• Proficiency in Outlook and Microsoft Office; able to set up video equipment for meetings.

Responsibilities

• Provide daily coffee service for the office of the CEO and meetings.
• Sort, review and distribute incoming mail, and prepare documents for mailing and archive.
• Process reimbursements and invoice payment requests.
• Draft and proofread correspondences on behalf of UW Medicine.
• Maintain and order office supplies and coordinate key distribution.
• Manage repairs with facilities services and run monthly budget reports.
• Greet visitors, answer calls, and support meeting materials.

Skills

Interpersonal skills

Communication

Adaptability

Teamwork

Professional demeanor

Patience

Diplomacy

Discretion with confidential materials

Phone system

Education

High School diploma/GED

Tools

Outlook

Microsoft Office Suite

Video equipment setup

Job description

Job Description

The University of Washington Office of the CEO, UW Medicine, has an outstanding opportunity for an Part Time Administrative Assistant 2 to join their team.

About this Opportunity

Reporting to the Executive Assistant to the CEO, the Administrative Assistant 2 provides high-quality reception and secretarial duties, in addition to audiovisual conference room support in the office of the CEO, UW Medicine. This is a 20 hour per week position, and the holder of this position is required to work in the office five days a week (Monday-Friday, 8:00am – 12:00pm). This person will interact with high profile business, academic and civic leaders, Board of Regents, UW Medicine Advisory Board members, faculty, administrators, and patients.

The holder of this position must exhibit a high degree of professionalism and autonomy while taking direction from numerous other staff. They must be able to quickly prioritize conflicting needs and perform tasks efficiently and effectively. This position will help assist with interpreting UW policies. Cross training is required to serve as back up as needed.

The salary information provided below is for a full-time position and will be prorated for this part-time, 50% FTE opportunity.

Key Responsibilities

Administrative and Office Support – 55%

• Provide daily coffee service for the office of the CEO and meetings
• Sort, review and distribute incoming mail, and prepare documents for mailing and archive
• Process reimbursements and invoice payment requests
• Draft and proofread correspondences on behalf of UW Medicine
• Maintain and order office supplies, coordinate key distribution
• Manage repairs and alterations with facilities services
• Maintain computer filing systems and run monthly budget reports

Reception – 30%

• Promote the professional image of the office
• Greet visitors, answer and direct incoming calls
• Perform administrative support to include printing, mailing, and organizing meeting materials

Conference Room and Meeting Support – 10%

• Manage conference room scheduling, serve as intake for RSVP’s and provide audiovisual support as needed
• Place catering orders for meetings

Other Duties as Assigned – 5%

Required Qualifications

To be considered for this opportunity your application must demonstrate you meet both the minimum qualifications and additional qualifications listed below. Equivalent education and/or experience may substitute for minimum qualifications except when there are legal requirements, such as a license, certification, and/or registration.

Minimum Qualifications

• Requires High School diploma/GED AND two 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.

Applicants who do not meet these qualifications WILL NOT be forwarded to the Hiring Manager.

Additional Qualifications

• Experience dealing with confidential materials.
• Strong interpersonal and communication skills, adaptability, ability to interact with upper management, professional and friendly demeanor, teamwork with ability to be patient, flexible and diplomatic, and able to deal with distressed individuals.
• The ability to use a multi-line phone system.
• Experience with Outlook, Microsoft Office Suite, and demonstrated computer and video equipment setup and troubleshooting.
• Must be able to handle (lift, carry, push, pull) boxes/supply materials from 25-35 lbs.

Compensation, Benefits and Position Details

Pay Range Minimum:

$45,144.00 annual

Pay Range Maximum:

$58,632.00 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):

50.00%

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 [e-mail].

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.