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Req #: 244035

Department: SCHOOL OF LAW

Appointing Department Web Address: https://www.law.uw.edu/careers

Job Location Detail: 100% on campus, no telework

Posting Date: 03/04/2025

Closing Info: Closes On 03/18/2025

Salary: $3,664 - $4,882 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/3/2018/02/benefits-summary-classified-staff-greater-than-half-time-20250130-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 Administrative Assistant (Administrative Assistant 3 (NE S SEIU 925 Non Supv)) is a key contributor to the UW School of Law (UW Law)’s Center for Career Development (CCD) and will play a crucial role in CCD’s work by providing essential support to the office’s operations and helping deliver programs providing career pathways for UW Law students during law school, as they enter the work force, and in subsequent career transitions. Reporting to the Associate Dean, the Administrative Assistant helps advance and support CCD’s mission and ensures consistent and effective delivery of services.

The Administrative Assistant provides dedicated executive administrative support to the Associate Dean and Executive Directors and collaborates with CCD Program Coordinators and other team members to execute all CCD programs. This person acts as a central administrative “hub” for the office, working with students, CCD team members, and internal and external stakeholders on a regular basis.

DUTIES AND RESPONSIBILITIES CCD Office Operations (65%)

• Serve as the first point of contact for students, employers, faculty, and visitors, providing courteous and professional assistance; work the CCD office front desk and welcome students; be responsive to student needs both in person, telephonically, and through email to problem-solve issues that arise and coordinate with other offices and departments within the law school to resolve student needs.

• Create reference guides, draft communications, and create other materials directed to students to help them engage with the resources offered by our office.

• Manage office communications, including responding to emails, phone inquiries, and in-person requests; monitor and act on, or properly route, emails coming into CCD general email accounts.

• Assist in maintaining and updating the career development student and employer database, to include support for job postings, student coaching appointments, and student records; review and approve employer profiles and job postings following Career Development job posting guidelines and policies.

• Schedule and manage appointments, travel and reimbursements for the Associate Dean and Executive Directors.

• Draft and process invoices, reimbursements, and budget tracking in coordination with the UW Law finance department; ensure all fiscal operation procedures are followed, such as record keeping, reconciliation, and purchasing guidelines and rules (e.g., knowledge of UW fiscal policies and procedures and obtaining a “ProCard” purchasing card).

• Assist the Program Coordinator, WH Gates Public Sector Law Program in managing public interest summer funding and student stipend payments in collaboration with the sponsoring organizations, financial aid and administrative offices.

• Collaborate to develop and manage quarterly calendars of events co-facilitated by the Center for Career Development.

• Provide administrative support for employer outreach and recruitment efforts including serving as point-of-contact for general and recruiting-related inquiries and on-campus visitors/speakers.o Maintain and update various CCD resources, in partnership with CCD Program Coordinators, including:o Gather content from CCD team members to produce weekly newsletter and job alerts for students and alumni.o Assist in the preparation and dissemination of marketing materials and social media updates related to career programming.o Update and maintain relevant pages of the law school website, the Career Development Resource Center, Career Development Orientation pages, and informational handouts for students and employers.

• Enter data and information into the department's online databases and systems for tracking students, alumni, and employers; tracking student status and effectively execute all student status changes in all CCD systems and databases continuously throughout the year.

• Assist with compiling reports, surveys, and statistical data related to employment outcomes.

• Perform related duties as required to support the CCD mission.Event Support (35%)

• Coordinate logistics and deliver all administrative tasks related to execution of CCD events, including but not limited to lunchtime events, networking and employer events, and receptions. Specific tasks can include promoting events, creating and posting flyers, working with vendors, overseeing purchasing and ordering, and coordinating with outside guests and stakeholders in other offices and departments in the law school.

• Support the administration and execution of the On-Campus Interview (OCI) Program, including development of a program calendar, overseeing employer registrations, facilitating interview days both in person and virtually, updating student- and employer-facing OCI resources, tracking employment outcomes, and compiling related data.

• Collaborate to develop and manage quarterly calendar of events for students.

• Provide administrative and coordination support for other CCD-related events and program activities. MINIMUM REQUIREMENTS

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

• Experience coordinating events including conferences, receptions, or large meetings.

• Advanced ability to organize, manage, and prioritize a high number of tasks simultaneously, under competing project deadlines in a fast-paced environment.

• Excellent communication and customer service skills.

• Demonstrated experience thriving in a collaborative team environment and working with both large and small teams on a variety of projects.

• Demonstrated ability to exercise independent judgment and take initiative.

• Sensitivity and demonstrated ability to work with diverse communities.

• Comfort using and learning to use technology, including MS Office tools such as PowerPoint and Excel on an advanced level, to create documents and track and organize data. Ability and willingness to learn and gain expertise in new computer applications and tools as needed.

• Ability to maintain confidentiality and exercise discretion. DESIRED QUALIFICATIONS

• Experience in higher education working with student databases and tracking student data.

• Familiarity with current legal job market, legal recruiting, and career or student services.

• Experience with Symplicity, 12Twenty, Salesforce, or similar career databases or CRMs.

• Experience managing and overseeing administrative functions for a large team or office.

• Experience developing communications such as newsletters. CONDITIONS OF EMPLOYMENT

• Mandatory five workdays on site; this is not a hybrid or remote role.

• Ability to staff occasional events that occur outside normal business hours.

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.