What are the responsibilities and job description for the ADMINISTRATIVE SUPPORT SPECIALIST position at UW Medicine?
First Shift Benefits: 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.
The University of Washington Tacoma is an anchor institution that is deeply invested in its local communities and in student success. As one of three campuses of a world-class university, UW Tacoma is dedicated to interdisciplinary and innovative teaching and scholarship and to engaging the community in mutually beneficial partnerships. UW Tacoma's commitment to access and diversity is central to an environment where students, staff, faculty and South Sound residents find abundant opportunities for intellectual, personal and professional growth. More information about UW Tacoma and its strategic plan can be found here.
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.
Housing and Residence Life has an outstanding opportunity for a Administrative Assistant 3 (NE S SEIU 925 Non Supv) to join their team.
POSITION PURPOSE
Housing and Residence Life (HRL) is seeking a full-time Administrative Support Specialist to serve as front-line support for the Housing and Residence Life program. This position performs a wide array of duties that require confidentiality, sound judgment, and responsibility for the overall day-to-day functions related to office administration/operations and programming/events support of the HRL Program. Duties include, and are not limited to providing high-level administrative support to the Director of Housing and Residence Life, and ensuring policies for building occupancy, maintenance requests, and key management are followed. The incumbent will also have responsibility for the planning and execution of Residential Life events such as move-in week, move-out week, student satisfaction survey, etc. The Administrative Support Specialist will establish office procedures, perform administrative services and coordinate all purchase verification for the Residential Life unit, as well as provide project support and tracking to assist Residential Life in carrying out responsibilities and projects.
Duties And Responsibilities
Residential Housing Administration
Support the daily operations of the Housing and Residence Life program, and provide administrative support to the Director and the Housing and Residence Life team.
Provide information and advice to faculty, students and potential students for questions related to the Housing and Residence Life program at the University of Washington Tacoma. This includes information on HRL policies, the housing application process, maintenance requests & facility support, managing and organizing packages and mail (via phone, email walk-ins), and other program information.
Assist in the preparation, development, and monitoring of contracts and grants for Housing and Residence Life.
Assist the Director of Housing and Residence Life with the creation of reports and documents for the Assistant Vice Chancellors and Vice Chancellor of Student Affairs.
Monitor Shared Departmental Communications - Respond to inquiries via phone and email in a timely and professional manner.
Track and Assign Maintenance Request - Receive and log maintenance issues from students and assign to appropriate personnel.
Order Supplies and Program Items - Procure snacks, program materials, and other necessary items for student programming.
Monitor the budget status and provide budget estimates and reports for Residence Life Programming and Facilities/Custodial.
Act as primary Key Coordinator for the HRL Office. Administer key security for the resident student, conference rooms, and office key systems including authority to order lock changes. Work with Lock and Key department to maintain key records.
Coordinate the move-in process for approximately 300 Residential Hall students.
Prepare move-in packets for new residents and continuing residents, finalize move-in rosters, ensure electronic ID keycards and room keys are prepared, and finalize scheduled move-in times for residents.
Assist with Student Assignments and Room Changes - Help facilitate the student housing assignment process, including room changes and special requests.
Coordinate the management, tracking and notification for students who drop below full-time status to ensure they are aware of Housing contract stipulations.
Coordinate and process resident move-out, room changes, and contract cancellation paperwork and change student status in StarRez.
Communicate with Custodial and Maintenance to accurately process all damage billing. Facilitate the damage billing appeals process after move out.
Meet one-on-one weekly with the Director of Residence Life and Housing.
Residential Life Office Coordination
Instruct and Train Residence Life Staff in routine office procedures including office coverage, phone coverage, check-in/check-out procedures.
Provide work direction to student staff, front desk staff and work closely with the maintenance and custodial team on projects within the building.
Respond to walk-in and telephone inquiries for students, parents, visitors and university personnel. Direct calls, take messages and provide directions, maps and general information on UWT in a helpful courteous manner.
Schedule appointments, set up meetings, and maintain calendars for the Director of Housing and Residence Life and Residence Life Coordinator. Review student requests, in person and by telephone to determine when appointments with staff are appropriate.
Maintain confidentiality of all resident student records.
Update website throughout the year, adding pages seasonally, and according to critical processes communicated with residents.
Minimum Requirements
High School/GED AND three years of office or administrative support experience OR equivalent education/experience.
Desired Qualifications
Two years of administrative work experience at a higher education institution.
Demonstrated ability to advise diverse pool of clients on policy and process.
Ability to exercise discretion, maintain confidentiality, and use independent judgment.
Ability to work with people under stress in a high-volume office.
Strong oral and written communication skills.
Strong organizational skills.
Ability to prioritize multiple projects and meet deadlines.
Experience with Microsoft Windows-based systems and proficiency in Microsoft Office applications.
Experience working with StarRez.
Experience working with E-Maint.
Working knowledge of UW Administrative systems including SDB/SIS.
Committed to attracting and retaining a diverse staff, the University of Washington will honor your experiences, perspectives and unique identity. Together, our community strives to create and maintain working and learning environments that are inclusive, equitable and welcoming.
The University of Washington is an affirmative action and equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, gender expression, national origin, age, protected veteran or disabled status, or genetic information.
To request disability accommodation in the application process, contact the Disability Services Office at 206-543-6450 or dso@uw.edu.
Applicants considered for this position will be required to disclose if they are the subject of any substantiated findings or current investigations related to sexual misconduct at their current employment and past employment. Disclosure is required under
The University of Washington Tacoma is an anchor institution that is deeply invested in its local communities and in student success. As one of three campuses of a world-class university, UW Tacoma is dedicated to interdisciplinary and innovative teaching and scholarship and to engaging the community in mutually beneficial partnerships. UW Tacoma's commitment to access and diversity is central to an environment where students, staff, faculty and South Sound residents find abundant opportunities for intellectual, personal and professional growth. More information about UW Tacoma and its strategic plan can be found here.
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.
Housing and Residence Life has an outstanding opportunity for a Administrative Assistant 3 (NE S SEIU 925 Non Supv) to join their team.
POSITION PURPOSE
Housing and Residence Life (HRL) is seeking a full-time Administrative Support Specialist to serve as front-line support for the Housing and Residence Life program. This position performs a wide array of duties that require confidentiality, sound judgment, and responsibility for the overall day-to-day functions related to office administration/operations and programming/events support of the HRL Program. Duties include, and are not limited to providing high-level administrative support to the Director of Housing and Residence Life, and ensuring policies for building occupancy, maintenance requests, and key management are followed. The incumbent will also have responsibility for the planning and execution of Residential Life events such as move-in week, move-out week, student satisfaction survey, etc. The Administrative Support Specialist will establish office procedures, perform administrative services and coordinate all purchase verification for the Residential Life unit, as well as provide project support and tracking to assist Residential Life in carrying out responsibilities and projects.
Duties And Responsibilities
Residential Housing Administration
Support the daily operations of the Housing and Residence Life program, and provide administrative support to the Director and the Housing and Residence Life team.
Provide information and advice to faculty, students and potential students for questions related to the Housing and Residence Life program at the University of Washington Tacoma. This includes information on HRL policies, the housing application process, maintenance requests & facility support, managing and organizing packages and mail (via phone, email walk-ins), and other program information.
Assist in the preparation, development, and monitoring of contracts and grants for Housing and Residence Life.
Assist the Director of Housing and Residence Life with the creation of reports and documents for the Assistant Vice Chancellors and Vice Chancellor of Student Affairs.
Monitor Shared Departmental Communications - Respond to inquiries via phone and email in a timely and professional manner.
Track and Assign Maintenance Request - Receive and log maintenance issues from students and assign to appropriate personnel.
Order Supplies and Program Items - Procure snacks, program materials, and other necessary items for student programming.
Monitor the budget status and provide budget estimates and reports for Residence Life Programming and Facilities/Custodial.
Act as primary Key Coordinator for the HRL Office. Administer key security for the resident student, conference rooms, and office key systems including authority to order lock changes. Work with Lock and Key department to maintain key records.
Coordinate the move-in process for approximately 300 Residential Hall students.
Prepare move-in packets for new residents and continuing residents, finalize move-in rosters, ensure electronic ID keycards and room keys are prepared, and finalize scheduled move-in times for residents.
Assist with Student Assignments and Room Changes - Help facilitate the student housing assignment process, including room changes and special requests.
Coordinate the management, tracking and notification for students who drop below full-time status to ensure they are aware of Housing contract stipulations.
Coordinate and process resident move-out, room changes, and contract cancellation paperwork and change student status in StarRez.
Communicate with Custodial and Maintenance to accurately process all damage billing. Facilitate the damage billing appeals process after move out.
Meet one-on-one weekly with the Director of Residence Life and Housing.
Residential Life Office Coordination
Instruct and Train Residence Life Staff in routine office procedures including office coverage, phone coverage, check-in/check-out procedures.
Provide work direction to student staff, front desk staff and work closely with the maintenance and custodial team on projects within the building.
Respond to walk-in and telephone inquiries for students, parents, visitors and university personnel. Direct calls, take messages and provide directions, maps and general information on UWT in a helpful courteous manner.
Schedule appointments, set up meetings, and maintain calendars for the Director of Housing and Residence Life and Residence Life Coordinator. Review student requests, in person and by telephone to determine when appointments with staff are appropriate.
Maintain confidentiality of all resident student records.
Update website throughout the year, adding pages seasonally, and according to critical processes communicated with residents.
Minimum Requirements
High School/GED AND three years of office or administrative support experience OR equivalent education/experience.
Desired Qualifications
Two years of administrative work experience at a higher education institution.
Demonstrated ability to advise diverse pool of clients on policy and process.
Ability to exercise discretion, maintain confidentiality, and use independent judgment.
Ability to work with people under stress in a high-volume office.
Strong oral and written communication skills.
Strong organizational skills.
Ability to prioritize multiple projects and meet deadlines.
Experience with Microsoft Windows-based systems and proficiency in Microsoft Office applications.
Experience working with StarRez.
Experience working with E-Maint.
Working knowledge of UW Administrative systems including SDB/SIS.
Committed to attracting and retaining a diverse staff, the University of Washington will honor your experiences, perspectives and unique identity. Together, our community strives to create and maintain working and learning environments that are inclusive, equitable and welcoming.
The University of Washington is an affirmative action and equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, gender expression, national origin, age, protected veteran or disabled status, or genetic information.
To request disability accommodation in the application process, contact the Disability Services Office at 206-543-6450 or dso@uw.edu.
Applicants considered for this position will be required to disclose if they are the subject of any substantiated findings or current investigations related to sexual misconduct at their current employment and past employment. Disclosure is required under
