ADMINISTRATIVE ASSISTANT 2

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 Division of Medical Genetics has an outstanding opportunity for a full-time Administrative Assistant (NE S SEIU 925 Non Supv).

The purpose of this position is to manage multiple functions and activities for the Division- this requires a high level of independent judgment, attention to detail, tact, and the ability to work in a complex and deadline-driven environment.

These include but are not limited to fiscal & payroll support, HR coordination, office administration, and event planning.

The Administrative Assistant must have a deep understanding of how to manage competing priorities using strong organizational, written, and communication skills.

Additionally, the ability to handle sensitive and confidential information, and multi-task in a high-stress environment.

It is also essential that the Administrative Assistant have the willingness and ability to learn new systems and to implement new processes in response to changes.

This position ensures that division staff and faculty are following university and department policies, monitors new federal and UW directives, keeps abreast of department procedures, and communicates the changes to division senior management, faculty, and staff.

DUTIES AND RESPONSIBILITIES

FISCAL & PAYROLL (40%)

Review and approve all Procard transaction verifications in Workday weekly, assuring that all the documentation has been received and all the transactions are appropriate for the budgets.

Manage all Travel Reimbursement for the Division faculty, staff, students, and guests through processing Expense Reports in Workday.

Inform and advise faculty and fellows regarding travel rules and regulations, as well as travel documentation requirements

Oversee all petty cash and other reimbursements in Workday in compliance with UW, State and Federal policies.

Oversee payments process for all bills received using Procard and / or through the Workday purchasing system.

Maintain efficient and organized fiscal records in compliance with UW, State and granting agency rules and regulation.

Calculate and process bi-monthly payroll, audit missing / unapproved timesheets in Workday for division staff, run Workday reports and interpret the results to ensure that employees get paid accurately and on time.

Maintain staff payroll records and timekeeping in compliance with University and audit policies.

Maintain current knowledge of payroll and timekeeping policies and operational changes and assure compliance with state / department / institutional regulations.

Send time sensitive reminders to all employees about time and absence submission deadlines on a bi-monthly basis.

STAFFING SUPPORT (25%)

Under supervision / guidance of the Division Administrator, support the management of permanent staff, temporary staff, and student staffing from conception to hire finalization.

Advise hiring managers on recruitment strategies and best practices. Partner with hiring managers to create, modify and finalize position descriptions.

Under supervision / guidance of the Division Administrator, create positions and job requisitions in Workday, perform appointment extensions, salary adjustments, one-time payments and update Costing Allocations in Workday.

Facilitate new employee onboarding, employee offboarding and related processes.

Update HR policies and procedures for the Division and present any changes in policy so all staff are notified.

In conjunction with the Division Administrator evaluate needs, issues, and provide support, including educating administrative personnel on Workday policies and procedures.

Oversee leave management within Division with respect to UW leave policies and Workday payroll system.

Provide knowledge to employees about consistency of leave interpretation, policies, and application within the Division.

Oversee the process of all postdoctoral scholars and visiting faculty appointments, including initial visa application and visa renewals as needed for the Division.

OFFICE ADMINISTRATION (15%)

Build & maintain solid working relationships with faculty; to such an extent that faculty will have confidence and trust in this individual's reliability, discretion and excellent work-product.

This role requires utmost confidentiality and discretion, as the person in this position often handles sensitive and confidential information.

Use excellent customer services skills to provide office reception including greeting clients and visitors in the main office lobby while exercising excellent public relations skills, sensitivity and confidentiality.

Promptly, courteously and accurately answering and triaging phone calls and faxes, understanding when to handle calls and when to send to others.

Serve as point-of-contact and liaison for facilities and maintenance requests.

General office management - mail collection and distribution, coordination of package arrivals and distributions.

Oversee and organize Division's key system and access to facilities as a Building Access Coordinator.

Manage Division website and sharepoint site including timely updates of current events, other relevant information and the events calendar.

Order, receive, track, organize, and maintain inventory of office supplies and computers. Maintain internal inventory tracking documents in compliance with UW, state, and federal requirements.

As needed, distribute and collect forms that require signatures from staff and / or faculty.

Manage the medgensubmit email address to receive documents from staff and file / handle appropriately.

EVENT PLANNING & OTHER (15%)

Coordinate the hybrid Medical Genetics Seminar Series (MED 549) including scheduling of various internal and external faculty members, room rentals, arranging travel and reimbursements, and budgeting

Organize and plan three annual named lectures in Medical Genetics, including making travel arrangements for out of town guest speakers, reserving event space on the UW campus, ordering catering,

Serve as the main event planner for Medical Genetics parties and employee engagement activities.

Performs other duties as required.

Misc Duties (5%)

Project support as needed.

May be asked to assist with similar activities in the division of rheumatology.

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

Proficiency in the use of Microsoft Office applications, including Office 365.

Understanding of UW purchasing and travel policies.

Experience in Workday finance for procurement / travel.

CONDITITONS OF EMPLOYMENT

General work schedule is four days on site per week and one day remote. Flexibility of schedule may be needed in order to fulfill this position, such as for hosting events.

Office is located in the K wing of the Health Sciences Center.