ADMINISTRATIVE ASSISTANT

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 Law, Societies and Justice (LSJ) Department offers undergraduate students a dynamic and engaged interdisciplinary liberal arts education focused on law, rights, and justice. Its faculty are well-regarded for their teaching and research excellence. LSJ has eleven core faculty members as well as several adjunct and affiliate faculty, three professional staff, one classified staff, and one student assistant. The department serves more than 200 majors and a similar number of minors; it also offers a graduate certificate in socio-legal studies for PhD students. LSJ selects majors through a competitive admissions process. These students are energetic and engaged, and are eager to use their University experience to position themselves for careers of deep personal and social significance. LSJ is also administrative home to the Disability Studies Program.

The 0.5 FTE LSJ Administrative Assistant reports to the LSJ Administrator, and performs complex administrative support functions with delegated authority from departmental management. The Administrative Assistant exercises judgment to support the department and its initiatives and to solve administrative problems in a manner that is consistent with the objectives and policies of LSJ department.

Essential Job Functions

Office Management and Department Support
The Administrative Assistant will ensure the efficient functioning of the LSJ main office and department by: managing procurement and reimbursement requests; ordering and organizing office supplies as needed; monitoring departmental telephone messages and responding to inquiries regarding rules, regulations, policies, department procedures, and department services; assisting with the development of materials for educational and promotional opportunities; ensuring compliance with UW regulations and protocols; analyzing equipment needs; monitoring and maintaining departmental spaces; mail management; monitoring and updating the LSJ website and links; photocopying and collating materials for faculty and staff as needed; scanning files and save PDFs into predetermined filing format; managing office key and equipment check-out processes; coordinating room reservation processes for faculty and staff as needed. The Administrative Assistant will also support the TA hiring process by verifying graduate student academic eligibility levels.

Budget and Finance
The Administrative Assistant is responsible for faculty and staff reimbursements in Workday. The Administrative Assistant will assist and support the Administrator in monitoring and analyzing budgets in Workday and producing budget reports as directed. The Administrative Assistant will also send quarterly donation reports to the Chair.

Event Planning
The Administrative Assistant will assist in event planning and coordination, including convocation and other office events. This may include logistical planning; developing and updating task lists; making room and other reservations; completing paperwork; making travel arrangements; securing supplies; designing and producing event materials; coordinating with vendors; and other activities as needed.

Support for Advising Staff
The Administrative Assistant will support advising staff by assisting the handshake platform approval process for the LSJ 401 internship; managing the add code distribution to instructors each quarter as needed; assisting with the course evaluation process each quarter; answering emails in the LSJ email account; sending out the LSJ Weekly Announcements each week to LSJ majors; managing LSJ Swag purchases; updating the LSJ Student Database on a monthly basis; verifying student information in EARS and adding new majors to the lsjmajors listserv each application cycle; conducting enrollment related data analysis and projections.

Support for LSJ Chair
The Administrative Assistant will attend faculty meetings and take and circulate minutes from those meetings; draft letters and other communication; and support the Chair’s advancement initiatives as needed.

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

Desired Qualifications:

Organized, reliable, and attentive to detail

Energetic, positive team player

Experience in higher education

Experience with BI Portal, Drupal, Microsoft Suite, Workday

Experience planning large scale events

Application Process:
The application process for UW positions may include completion of a variety of online assessments to obtain additional information that will be used in the evaluation process. These assessments may include Work Authorization, Cover Letter and/or others. Any assessments that you need to complete will appear on your screen as soon as you select “Apply to this position”. Once you begin an assessment, it must be completed at that time; if you do not complete the assessment you will be prompted to do so the next time you access your “My Jobs” page. If you select to take it later, it will appear on your "My Jobs" page to take when you are ready. Please note that your application will not be reviewed, and you will not be considered for this position until all required assessments have been completed.