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The Department of Electrical & Computer Engineering has an outstanding opportunity for an Administrative Assistant Supervisor – Office Manager.
The Administrative Assistant Supervisor – Office Manager is the first and primary point of contact within the Electrical & Computer Engineering Department. This position provides comprehensive and superior customer service in our main departmental office, and serves as a point person for Department events, building related concerns, and student staff supervision, and is the first person to welcome and refer visitors to our Department.
The Office Manager oversees the daily management of the ECE front office, administrative needs, conference rooms, audio/visual equipment, and distributing and processing correspondence. This position reports directly to the Assistant to the Chair.
This position engages directly with UW ECE faculty, students and staff. By effectively communicating and problem solving, with careful attention to detail and accuracy, the Administrative Assistant Supervisor - Office Manager is successful in increasing the influence and visibility of UW Electrical & Computer Engineering.
RESPONSIBILITIES ELECTRICAL & COMPUTER ENGINEERING FRONT OFFICE MANAGER • Responsible for the opening and closing of the ECE Main Office lobby based on department operations schedule. Duties include turn on/shut down of all front office equipment, lights and doors. • Oversee and support all administrative needs of the ECE department and Chair’s office, including Department Chair and Administrator under supervision of the ATC • Maintain clean, organized front office space and kitchen area. Ensure front office area is organized and presented professionally. • Act as the primary resource for all visitors to ECE: greet, assist and direct all individuals entering the ECE Main Office including department visitors, students and UW staff from other departments/colleges/university offices.Provide superior customer service to all visitors. • Assist and serve as a resource to all visitors with locating appropriate ECE faculty and staff. Provide proactive response to all inquiries. • Provide guidance to all incoming students on the services provided by ECE and direct them to appropriate department resources. • Serve as primary manager for audio/visual equipment available for checkout at front office. Work directly with Department faculty, staff and students to schedule equipment, and regularly communicate with individuals to ensure equipment is returned properly and in good working order. Serve as primary point of contact for any technical support issues occurring in all ECE managed meeting rooms. Collaborate directly with ECE Computing, set and maintain schedule for AV equipment or conference room equipment updates, maintenance and replacement. • Answer all ECE front office phones and respond to questions, serving as a resource to all individuals. Maintain and update all department mailboxes located in ECE main office. • Responsible of the custody and management of the master key, mailbox key and GSA closet key, making sure all they keys are returned. • Coordinate main office supply ordering via eProcurement; Work proactively with other administrative teams, faculty and students to ensure supplies are fully stocked at all times. • Ensure proper functioning of Department copier/printers located in the main office area. Manage schedule for regular copier/printer maintenance and supplies. Troubleshoot, communicate to department and quickly resolve any issues as they arise. • Serve as primary point of contact for submission of facilities work orders within the main administrative offices including office moves, temperature concerns/malfunctions, and office moves. • Assist with all janitorial concerns, manage spills, and upkeep of all main office areas. • Serve as primary point of contact in partnership with Computer Science and Engineering on all Paul Allen Center atrium janitorial concerns, malfunctions, and general building concerns. • Serve as primary point of contact for all key/access card requests for ECE students. Oversee request submission process, support facilities manager by granting key access through CAAMs as needed and distribute temporary cards and keys. • Communicate clearly and effectively to all ECE staff, faculty and students on all topics related to ECE Administrative Office operations, including email reminders, notices and conveying other information as appropriate. Responsible for the development, review and proofreading of all email and print correspondence originating from the ECE Front Desk. • Maintain all required files for position and duties, ensuring documentation is consistent, organized and compliant with current UW ECE records retention practices and policies. • Serve as primary point of contact for all ECE vendors and deliveries. • Responsible for all main office correspondence, including a high volume distribution of mail, email and physical shipping packages. Serves as main recipient for FedEx, UPS and express mail deliveries to ECE front office. Receive, check in and communicate package arrival with recipients. Ensure packages are picked up by recipients by the end of each day; following department process, proactively notify labs via email and telephone that packages have arrived and are ready for pickup. Work directly with ECE Fiscal Team to collect correct shipping paperwork for reconciliation efforts. In the event of early office closure, the Office Manager is responsible for the acceptance of afternoon package arrivals and delivery to the labs. • Maintain ECE FedEx account, assist in resolution of shipping and billing problems. Serve as lead for monthly FedEx account reconciliation process. Verify and gather information from department personnel for correct coding in PaymentNet computer systems. Reconcile all charges within stated monthly deadline period. • Be responsible for the ongoing organization and maintenance of ECE faculty/staff coffee hour. This includes weekly setup and cleanup of meeting and prep space, management of coffee machines, and supply inventory. • Facilitator for the planning and setup/cleanup of special event coffee hours working with ECE Events team. • Serve as a resource and provide guidance and assistance to ECE Events and PR staff specific to planning and preparing for ECE Main Office events to include: community building activities, visitor meet and greets, and international visit contingents.
STUDENT STAFF SUPERVISOR • Interview, hire, train and supervise front office student staff (5 – 7 individuals year round) who work within the ECE Main Department Offices and front desk. • Maintain and update Front Desk Manual. • Collaborate with all ECE student employees in the front office. Working together, provide consistent support of front desk coverage, mail pickup, package delivered and shipping process, and general office tasks. Provide general coaching and positive direction for student assistants in these efforts. Create and manage work schedule matrix to ensure front office coverage during normal business hours. • Coordinate student employee recruitment; obtain budget approval for hiring, maintain student employee job descriptions, compile interview questions, manage interview scheduling. Working with the Assistant to the Chair and HR staff to complete hiring paperwork. • Approve all student work hours in Workday. • Responsible for training of all student employees for front office operations and customer service. • Provide professional development and mentoring/coaching feedback to student employees. • Responsible for the assignment of project work to student employees. Working with ECE staff to identify projects, assign and delegate work to student employees, and provide follow up to ensure work was performed adequately during and after the completion of the project.
ELECTRICAL & COMPUTER ENGINEERING CONFERENCE ROOMS CALENDAR COORDINATOR • Serve as the primary manager for conference room/meeting space scheduling. Responsibilities include management of conference room request system, room calendar management and problem resolution. Visit conference rooms on a regular, daily basis to ensure rooms are reset to standard configurations, and are neat and clean. Follow up directly with reservation holders to ensure room regulations and requirements are being met and adhered to. • Work with Department Chair, Assistant to the Chair, Administrator and Events Manager to ensure proper scheduling of all recurring department events.
EXECUTIVE LEADERSHIP SUPPORT FUNCTIONS • Provide general administrative support for the Department Chair and Administrator’s office, including scheduling, ordering, copying, scanning and filing. • Serve as backup to Assistant to the Chair in event of an absence. Schedule and greet visitors to the Chairs office, and assist with sending communications as requested. • Serve as backup to Facilities Manager. Provide key access to labs or conference rooms to students that meet the requirements. Submit requests of service to UW Facilities as needed. • Assist ECE Events Manager with event setup and clean up as needed. • Assist with special projects as directed by the Chair, Assistant to the Chair or Administrator as directed. • Other special projects or duties as assigned.
MINIMUM REQUIREMENTS: Requires 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.
ADDITIONAL REQUIREMENTS: • Experience with the Microsoft Suite (Word, Excel, PowerPoint). Must be able to draft correspondence and prepare presentation materials. • Must demonstrate excellent oral and written communication skills. • Must be able to establish work priorities and properly prioritize job functions to meet strict deadlines. • Ability to maintain focus while dealing with interruptions. • Ability to work with and provide services a diverse group of customers and stakeholders. • Proven, excellent customer service skills, with demonstrated ability to problem solve and handle difficult or stressful situations. • Must be able to demonstrate excellent attention to detail, and ability to maintain confidentiality. • Ability to interact professionally with high-level staff and visitors, in person, via email, and over the phone. • Ability to demonstrate timely and predictable attendance. • Must be able to move furniture (e.g. tables and chairs) and lift 50 pounds. Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration.
DESIRED: • Bachelor’s degree. • Experience with UW systems (myFD, ARIBA, eProcurement, FedEx shipping). • Google calendar system • Trello Management system • Work with databases
Equivalent education/experience can substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration.
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.
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