Work in Washington Veterans Jobs

Req #: 234507

Department: ASTRONOMY DEPARTMENT

Posting Date: 05/21/2024

Closing Info: Closes On 06/04/2024

Salary: $3,557 - $4,740 per month

Limited Recruitment: Open to UW Employees only

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/3/2018/02/benefits-classified-staff-20210208.pdf)

Do you want to contribute your administrative skills to support the mission of one of nation’s best Astronomy programs? The Department of Astronomy at the University of Washington is engaged in observational, theoretical, and data-intensive research on the solar system, exoplanets, stars, Galactic and extragalactic astronomy, high-energy astrophysics, and cosmology. Faculty, postdocs, and students are frequent observers across the electromagnetic spectrum at national facilities, and regularly use local, national and international facilities for computational astrophysics. In addition, the department is dedicated to the goal of building a culturally diverse and pluralistic faculty and staff committed to teaching and working in a multicultural and inclusive environment. This position will give you the opportunity to grow your skills, lead key department processes, and engage in new and continuous improvement.

We are searching for a proactive and enthusiastic administrative professional to join our team. This position reports to the department Administrator and provides administrative support to the Administrator and Chair. The Administrative Coordinator independently manages daily operations of the Astronomy Department Office, prepares reports, monitors and improves upon internal processes, and responds to inquiries and resolves problems using substantive judgment and specialized knowledge of university and departmental procedures and policies. This position serves as the primary Administrative contact for the department.

Duties and Responsibilities Department Administration: (40%)

• Manage daily operations of the Astronomy main office: Under general direction of the Administrator, maintain and establish office and administrative systems and procedures and analyze current workflows and practices to ensure departmental compliance and efficiency.

• Triage telephone calls and main office emails; resolve problems and respond to general inquiries that may require substantive knowledge of department policies and procedures and/or refer inquiries to appropriate staff for action or reply.

• Receive packages; issue keys to faculty, staff, students, and visitors; maintain office supply orders, equipment checkout and room reservations.

• Oversee department travel processes; serve as main point of contact with travel agency and sponsored guests; serve as department subject matter expert and provide resources to department members regarding travel rules and regulations, as well as travel documentation requirements; manage department travel card; create reports and analytics.

• Assist with departmental communication: updating the main website and intranet including timely updates of resources and current events, editing, and posting signage, editing files and materials for accuracy, appearance, and clarity.

• Use excellent customer services skills to provide office reception, greet visitors, and welcome members of the public to the department and help orient them to the department and campus

• Perform other related duties as assignedAdministrative support for the department Chair and Administrator: (25%)

• Provide general administrative support to the Chair and Administrator

• Assist Chair with faculty meeting coordination including scheduling, minutes, and recording of votes

• Assist Chair with the department Annual Report including creating timelines, collecting information, drafting and editing as needed

• Coordinate the department's promotion and tenure process including establishing timelines, managing letters of recommendation, preparing dossiers, and communicating with the Dean’s office.

• Provide assistance to ensure all academic appointments are established or renewed in a timely manner.

• Process requests and renewals for all academic visas

• Run Gift reports and draft/finalize stewardship thank you letters on behalf of the Chair.

• Coordinate logistics of department faculty searches.Fiscal Administration: (25%)

• Manage travel and purchase reimbursements for department faculty, staff, students, and guests; oversee internal process and submit requests through UW Connect Finance forms; liaise with the College of Arts and Sciences Shared Services Team (AST) as needed.

• Review and approve department Procard transaction verifications in Workday weekly, assuring that all the documentation has been received and all the transactions are appropriate for the budgets.Event Coordination & Logistics: (10%)

• Coordinate and organize weekly department colloquium series. This includes communicating with guests, department members, and the colloquium committee; facilitating and verifying dates of arrival and departure for guests; and coordinating with department host(s) to ensure space assignments are prepared and finalized. Advertise, create and distribute schedules and agendas, order meals/refreshments;?and?attend colloquium to provide support as needed.

• Independently execute additional internal events such as department retreats, holiday and annual gatherings, and other non-recurring events that require administrative or logistical support both on and off the UW campus.

• Provide backup administrative support for events managed by staff, attending planning meetings as needed. Job Knowledge and Skills

• Must be highly organized, attentive to details, responsive, flexible, and resourceful.

• Proven customer service skills with a service and team-oriented approach.

• Ability and willingness to adjust to changing priorities with short notice and manage multiple projects with varying deadlines.

• Ability to exercise independent judgment and handle confidential matters/materials with discretion.

• Ability to adapt effectively to new technology and programs.

• Must demonstrate excellent written, oral, and interpersonal communication skills.

• High computer literacy with proficiency in the Microsoft Office suite and the ability to adapt to and use new computer technology and software.

• Values a commitment to inclusiveness and diversity. Minimum Requirements

• High School/GED AND three years of office or administrative support experience OR equivalent education/experience.

• Must be able to work in-person and during standard office hours: Monday – Friday 8:00 am – 5:00 pm. Desired Qualifications

• Bachelor’s degree and 1-2 years of increasing level of administrative experience/responsibility or equivalent education/experience.

• Experience with UW Systems, procedures, and guidelines.

• Experience supporting an academic department.

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.