Experience Inc. Jobs

Req #: 243351

Department: JACKSON SCHOOL OF INTERNATIONAL STUDIES

Posting Date: 02/12/2025

Closing Info: Closes On 02/19/2025

Salary: $4,320 - $5,809 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 Jackson School of International Studies (JSIS) is a leader in advancing the understanding of and engagement in world issues. As a unit within the Social Sciences Division of the UW College of Arts and Sciences, JSIS combines social sciences, humanities, and professional fields in innovative teaching, cutting-edge research, and robust community outreach. Housing 21 programs and centers spanning the globe and dedicated to offering the best in the field of international education, JSIS is an exciting place where the work of all faculty, staff, and students has a real-world impact.

The Jackson School of International Studies has an outstanding opportunity for an Administrative Assistant Supervisor(NE S SEIU 925 Supv) to join their team.

The Administrative Assistant is our complex organization's central internal communication and documentation hub. This includes exercising independent decision-making to solve problems, providing answers, or collaborating with our staff and faculty members as appropriate.

Reporting to the Chief Administrative Officer (CAO) and working in support of the Director, this position will act as the administrative liaison to our leadership team, faculty, and staff, including all aspects of meeting management, gathering information, collating requests, and tracking the status to report back to unit stakeholders. Provide project and program management support for department initiatives, such as strategic planning, process improvements, or planned events. Often closely collaborating with senior leadership on important special projects directly impacting our students, faculty, and staff.

DUTIES AND RESPONSIBILITIES Administrative Duties, 70%:

• Maintain and manage a complex calendar for the Director, CAO, and other department leadership staff, including scheduling and coordination of regular meetings, appointments, and travel in coordination with internal and external stakeholders.

• Ensure that the participants for these engagements are fully briefed on agenda items, have received all required materials, and receive follow-up information promptly.

• Draft, proof, and prepare correspondence, proposals, presentations, and requests for information that often include sensitive financial or HR information.Document Management, 15%:

• The position is responsible for maintaining the departmental policy and procedure library, personnel files, and other critical documents.

• Develop and manage document retention schedules and support compliance throughout our organization.

• In collaboration with the department's Senior Computing Specialist, maintain and update the departmental website and SharePoint sites.

• Assist department staff in preparing content for web publishing.Building Management and Safety, 15%:

• The position is responsible for centralized supply inventory management and departmental mail deliveries.

• Acts as the Building Coordinator and Environmental Health & Safety representative, the main point of contact with facilities to ensure the maintenance of the building and the safety of the occupants.

• Often tasked with tracking space commitments and coordinating office set-ups. MINIMUM REQUIREMENTS

• High School/GED AND five years of office or administrative support experience to include one year of experience as a lead or supervisor OR an equivalent combination of education and experience. DESIRED QUALIFICATIONS

• Bachelor’s degree and two or more years of progressively responsible experience in an administrative office environment, including direct support of senior leadership.

• Strong interpersonal skills and customer service orientation. Poised, professional manner and the ability to communicate clearly, directly, and empathetically in all interactions, including verbal and written communications, one-on-one conversations, and in group settings. Demonstrate tact, discretion, flexibility, and a sense of humor in daily work.

• Advanced skills and work experience using Microsoft Office suite, including Outlook, Word, Excel, and PowerPoint. Experience with SharePoint and website content maintenance.

• Demonstrated ability to proactively and skillfully engage others in ways that help resolve differences, manage conflicts, and build consensus, all with the best interests of the organization in mind.

• Demonstrated creativity, organizational ability, and strong attention to detail. Be an active collaborator in departmental activities, including retreats, recognition events, and staff meetings.

• Ability to make organized and professional decisions in ambiguous situations, exercising good judgment based on information analysis in a fast-paced, dynamic, deadline-driven environment.

• Demonstrated ability to maintain confidences and protect confidential information.

• Demonstrated willingness to take ownership of new projects and work towards improvement of broad departmental processes.

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.