Req #: 238725

Department: OTOLARYNGOLOGY/HEAD AND NECK SURGERY

Appointing Department Web Address: https://sites.uw.edu/hearing/

Job Location Detail: On site

Posting Date: 09/10/2024

Closing Info: Closes On 09/24/2024

Salary: 50% of $3,492 - $4,428 per month

Shift: First Shift

Notes: 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. (https://hr.uw.edu/benefits/wp-content/uploads/sites/3/2018/04/benefits-summary-classified-staff-less-than-half-time-20230701_a11y.pdf)

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 Department of Otolaryngology/Head and Neck Surgery has an outstanding opportunity for a part time Administrative Assistant (NE S SEIU 925 Non Supv) to join their team.

This is a part-time (50%) position within the Department of Otolaryngology- Head and Neck Surgery – the primary location and duties will be performed at the Virginia Merrill Bloedel Hearing Research Center.

DUTIES AND RESPONSIBILITIES

The Virginia Merrill Bloedel Hearing Research Center, affiliated with the Department of Otolaryngology - HNS, facilitates and conducts collaborative basic science research in hearing, balance and other communication disorders. Under direct supervision of the more senior Administrative Assistant and/or Administrator of Program Operation, the Administrative Assistant's duties will include, but are not limited to, the following:

Clerical:

• Acting as the resource person for records retention (archives/ dispose/shred/keep) and surplus processes

• Assisting with records (archival) and surplus disposal and recycling

• Collecting and entering data in Excel

• Developing polls, forms and surveys and tracking responses

• Managing office inventory – maintaining and organizing supplies

• Duplicating and distributing Participant Pool Packets

• Sorting and distributing department mail and packages

• Scanning, copying and filing documents, maintaining appropriate confidentiality

• Performing other general duties as assignedEvents:

• Participating in event and activity preparation and coordination with other VMBHRC staff, including but not limited to: SHACS, Bloedel Board of Trustees meeting, biannual CIAP Conference, and in-house/Affiliate social events

• Developing tracking tools for attendees and keep them up to dateFinance:

• Preparing purchase orders, researching best costs and shipping

• Tracking order fulfillment, following up with recipients and sending packing slips to confirm receipt of purchased items

• Developing a detailed working knowledge of UW Travel and UW Procurement guidelines and restrictions

• Preparing Pre Travel Request Forms (PTRFs), working with faculty and guests to find and book the best travel options and collecting all required documentation

• Requesting checks of budget balances and seeking faculty budget approval

• Processing reimbursements via UW software Workday (training available)Lab Support:

• Assisting with organization of scientific labs

• Weekly tasks as assigned by lab managersWebsite:

• Performing basic website workFaculty and general admin support:

• Provide assigned faculty with administrative support to include scheduling, travel arrangement, reimbursement, and purchasing.

• Analyze equipment and supply needs, research vendors, develop budget estimates, and propose purchases. Analyze personnel, financial, payroll, and other data and create reports as needed.

• Provide back-up and assistance to other VMBHRC staff as needed.

• Manage and/or assist with special projects and other duties as assigned. MINIMUM REQUIREMENTS

• Requires High School/ GED AND two years of office or administrative support experience OR an equivalent combination of education and/or experience. ADDITIONAL REQUIREMENTS

• High proficiency with Microsoft Office Suite, particularly Word and Excel.

• Excellent verbal and written communication skills, especially demonstrated competence in composing correspondence, written reports and minutes, and copyediting for spelling and grammatical errors.

• Extraordinary attention to detail and high level of organizational skills.

• Strong initiative to identify problems, investigate and propose solutions, and reach out to colleagues for guidance.

• Excellent follow-through, providing status updates and reporting task completion.

• Exceptional time management and prioritization skills, with the ability to effectively manage multiple competing demands.

• Must be professional, exercise good judgment and maintain discretion and confidentiality. DESIRED QUALIFICATIONS

• Proficiency with Microsoft products including PowerPoint, SharePoint, and Teams.

• Ability to work equally well on Windows and Apple operating systems.

• Experience working with Adobe products such as Acrobat DC and Photoshop.

• Advanced copyediting skills for tone and style inconsistencies, awkward syntax, and poor word choice.

• Experience working in an academic department including experience working directly with and providing support to students, residents, fellows, and/or faculty.

University of Washington is an affirmative action and equal opportunity employer. All qualified applicants will receive consideration for employment without regard to, among other things, race, religion, color, national origin, sexual orientation, gender identity, sex, age, protected veteran or disabled status, or genetic information.