ADMINISTRATIVE ASSISTANT SUPERVISOR Job at University of Washington
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.
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 University of Washington (UW) has an outstanding opportunity for an Administrative Assistant Supervisor preferably with experience working in a public law office, to provide administrative and legal support services to the UW Division of the Washington State Attorney General’s Office.
Overview of the UW Division of Attorney General’s Office and the UW
The Washington State Attorney General's Office (AGO) provides excellent, independent, and ethical legal services to the State of Washington and protects the rights of its people. The AGO's attorneys and staff, in approximately 30 divisions and units located in 12 cities across the state, provide legal services to more than 230 state agencies, boards and commissions, and colleges and universities as well as the Legislature and the Governor.
The University of Washington Division (UW Division) of the AGO provides comprehensive legal services to the UW, which operates three campuses (Seattle, Tacoma, and Bothell) and a large medical enterprise. The UW enrolls more than 55,000 undergraduate, graduate, and professional students, employs over 45,000 faculty and staff, and is ranked among the best higher education research institutions in the country. The Division’s office is located in the UW Tower in the University District in Seattle.
The Division has 20 AGO attorneys, who provide legal advice and representation across a wide variety of specialized areas related to the UW’s broad array of operations and activities, including healthcare, employment law, labor relations, student affairs, real estate, business law, intercollegiate athletics, public finance, bonds, intellectual property, tax, benefits, gifts and trusts, and constitutional law. Integral to the Division’s responsibility to provide the UW legal advice and representation that meet the highest professional standards are its 12 UW employed support personnel, who are led by the Division’s Administrator. The support personnel include four legal assistants/secretaries, three paralegals, an administrative assistant, an administrative specialist, and a records analyst.
Responsibilities
The Administrative Specialist assists and supports the Division’s Administrator by performing duties as assigned by the Administrator, who manages all administrative functions of the Division, including its overall daily operations. The areas in which the Administrative Specialist may provide support include, but are not limited to, front desk operations, division budgets, payroll, and building operations. The Administrative Specialist also supervises other employees - an administrative assistant, a records analyst, and two part-time student assistants.
Reception and Scheduling – Responsible for all front desk operations and activities, including receiving visitors, answering multi-line telephone system, and processing incoming and outgoing mail for the office. Trains administrative assistant and student assistants in security screening for all visitors, scheduling conference rooms and meetings and tracking deliveries and other time-sensitive arrangements.
Supervision and Management – Supervises the administrative assistant, records analyst, and two part time student assistants. Oversees work of the administrative assistant, who helps with front desk coverage and provides office support to the legal secretaries and the attorneys, and the records analyst, who is responsible for record retention, archiving, and basic IT troubleshooting. With regard to the part time student assistants, works with UW student employment program to solicit student assistant applicants, and oversees selection, interviewing, and hiring of student assistant candidates. Trains student assistants on reception desk procedures. Creates student work schedules to provide needed coverage. Reviews and approves student time sheets. Keeps staff informed of schedule changes and potential coverage problems. For all employees being supervised, conducts regular evaluations, provides ongoing and constructive feedback.
Administration - Directs and/or supports activities in relation to the Division’s established strategic goals and objectives including researching, collecting, and preparing information and reports. Coordinates special projects as assigned by Administrator including those related to budget, payroll, and facilities. Attends safety, building management, and payroll meetings as Division representative. Assists with planning office events. Reviews AGO and UW policies. Assists Administrator with UW budget reports.
Office Operations and Facilities - Updates and maintains office manuals, reception desk instructions, orientation binder, and confidentiality policies and procedures. Assists with the emergency “Continuation of Operations Plan” and updates other emergency procedures. Oversees all facilities requests and is primary division contact for UW Tower communications. Serves as the Division’s UW Tower Floor Coordinator and attends monthly meetings. Other duties as assigned.
Budget and Purchasing - Assists Administrator in development of the Division’s budgets and contracts and monitoring compliance with UW and AGO policies as well as applicable laws and regulations. Assists the Administrator with expenditure audits and monitoring budgets to ensure alignment with budgeting requirements and approved expenditures, including those related to equipment, supplies, and facility costs. Assists with invoicing, SAAG billing, and travel reimbursements through Ariba, UW’s online reimbursement system.
Payroll and Leave Coordinator – Serves as primary Payroll and Leave Coordinator for the Division and ensures that deadlines are met and timesheets and leave are entered promptly into Workday and AGO systems.
Onboarding and Training of Staff - Coordinates and helps with orientation and onboarding of new employees. Reviews and helps track completion of required AGO and UW trainings by all staff.
Public Records and Legal Processes - Oversees the preparation and distribution of weekly Critical Event Calendars. Coordinates the receipt of and routing of lawsuits. Coordinates the distribution and tracking of Division public records requests, and constituent correspondence.
Qualifications:
High School/GED AND five years of office or administrative support experience to include one year of experience as a full-time lead or supervisor OR an equivalent combination of education and experience.
Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration.
Desired:
Prior experience working in a public law office.
Intermediate experience with Microsoft Outlook calendaring and email and with Word and Excel.
Experience with Workday.
Front desk experience.
Excellent communication and organization skills.
Attention to detail.
Four-year college degree.
Knowledge of University of Washington and/or Washington State Attorney General’s Office systems and procedures.
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 Workforce 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.
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 University of Washington (UW) has an outstanding opportunity for an Administrative Assistant Supervisor preferably with experience working in a public law office, to provide administrative and legal support services to the UW Division of the Washington State Attorney General’s Office.
Overview of the UW Division of Attorney General’s Office and the UW
The Washington State Attorney General's Office (AGO) provides excellent, independent, and ethical legal services to the State of Washington and protects the rights of its people. The AGO's attorneys and staff, in approximately 30 divisions and units located in 12 cities across the state, provide legal services to more than 230 state agencies, boards and commissions, and colleges and universities as well as the Legislature and the Governor.
The University of Washington Division (UW Division) of the AGO provides comprehensive legal services to the UW, which operates three campuses (Seattle, Tacoma, and Bothell) and a large medical enterprise. The UW enrolls more than 55,000 undergraduate, graduate, and professional students, employs over 45,000 faculty and staff, and is ranked among the best higher education research institutions in the country. The Division’s office is located in the UW Tower in the University District in Seattle.
The Division has 20 AGO attorneys, who provide legal advice and representation across a wide variety of specialized areas related to the UW’s broad array of operations and activities, including healthcare, employment law, labor relations, student affairs, real estate, business law, intercollegiate athletics, public finance, bonds, intellectual property, tax, benefits, gifts and trusts, and constitutional law. Integral to the Division’s responsibility to provide the UW legal advice and representation that meet the highest professional standards are its 12 UW employed support personnel, who are led by the Division’s Administrator. The support personnel include four legal assistants/secretaries, three paralegals, an administrative assistant, an administrative specialist, and a records analyst.
Responsibilities
The Administrative Specialist assists and supports the Division’s Administrator by performing duties as assigned by the Administrator, who manages all administrative functions of the Division, including its overall daily operations. The areas in which the Administrative Specialist may provide support include, but are not limited to, front desk operations, division budgets, payroll, and building operations. The Administrative Specialist also supervises other employees - an administrative assistant, a records analyst, and two part-time student assistants.
Reception and Scheduling – Responsible for all front desk operations and activities, including receiving visitors, answering multi-line telephone system, and processing incoming and outgoing mail for the office. Trains administrative assistant and student assistants in security screening for all visitors, scheduling conference rooms and meetings and tracking deliveries and other time-sensitive arrangements.
Supervision and Management – Supervises the administrative assistant, records analyst, and two part time student assistants. Oversees work of the administrative assistant, who helps with front desk coverage and provides office support to the legal secretaries and the attorneys, and the records analyst, who is responsible for record retention, archiving, and basic IT troubleshooting. With regard to the part time student assistants, works with UW student employment program to solicit student assistant applicants, and oversees selection, interviewing, and hiring of student assistant candidates. Trains student assistants on reception desk procedures. Creates student work schedules to provide needed coverage. Reviews and approves student time sheets. Keeps staff informed of schedule changes and potential coverage problems. For all employees being supervised, conducts regular evaluations, provides ongoing and constructive feedback.
Administration - Directs and/or supports activities in relation to the Division’s established strategic goals and objectives including researching, collecting, and preparing information and reports. Coordinates special projects as assigned by Administrator including those related to budget, payroll, and facilities. Attends safety, building management, and payroll meetings as Division representative. Assists with planning office events. Reviews AGO and UW policies. Assists Administrator with UW budget reports.
Office Operations and Facilities - Updates and maintains office manuals, reception desk instructions, orientation binder, and confidentiality policies and procedures. Assists with the emergency “Continuation of Operations Plan” and updates other emergency procedures. Oversees all facilities requests and is primary division contact for UW Tower communications. Serves as the Division’s UW Tower Floor Coordinator and attends monthly meetings. Other duties as assigned.
Budget and Purchasing - Assists Administrator in development of the Division’s budgets and contracts and monitoring compliance with UW and AGO policies as well as applicable laws and regulations. Assists the Administrator with expenditure audits and monitoring budgets to ensure alignment with budgeting requirements and approved expenditures, including those related to equipment, supplies, and facility costs. Assists with invoicing, SAAG billing, and travel reimbursements through Ariba, UW’s online reimbursement system.
Payroll and Leave Coordinator – Serves as primary Payroll and Leave Coordinator for the Division and ensures that deadlines are met and timesheets and leave are entered promptly into Workday and AGO systems.
Onboarding and Training of Staff - Coordinates and helps with orientation and onboarding of new employees. Reviews and helps track completion of required AGO and UW trainings by all staff.
Public Records and Legal Processes - Oversees the preparation and distribution of weekly Critical Event Calendars. Coordinates the receipt of and routing of lawsuits. Coordinates the distribution and tracking of Division public records requests, and constituent correspondence.
Qualifications:
High School/GED AND five years of office or administrative support experience to include one year of experience as a full-time lead or supervisor OR an equivalent combination of education and experience.
Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration.
Desired:
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 Workforce 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.
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 Washington state law.
COVID-19 VACCINATION REQUIREMENT
Employees of the University of Washington are required to be fully vaccinated against COVID-19 unless a medical or religious exemption is approved. Being fully vaccinated means that an individual is at least two weeks past their final dose of an authorized COVID-19 vaccine regimen. As a condition of employment, newly hired employees will be required to provide proof of their COVID-19 vaccination. View the Final candidate guide to COVID-19 vaccination requirement webpage for information about the medical or religious exemption process for final candidates.
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