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The Othello-UW Commons has an outstanding opportunity for a full-time Administrative Assistant position!

ADMINISTRATIVE ASSISTANT OF THE OTHELLO-UW

COMMONS

Req #: 161019

Department: UNDERGRADUATE ACADEMIC AFFAIRS

Job Location: Other Location

Job Location Detail: OTHELLO - UW COMMONS

Posting Date: 10/10/2018

Closing Info: Closes On 10/31/2018

Salary: $2,850-$3,782

Union Position: Yes

Shift: Alternate Work Shift

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. All of which has

allowed the UW to be nationally recognized as a “Great College to Work For” for five consecutive years.

Undergraduate Academic Affairs has an outstanding opportunity for an Administrative Assistant of the Othello-

UW Commons.

We seek competitive applications from individuals who fully embrace the University of Washington’s commitment

to racial equity, diversity and inclusion. We are committed to building and supporting a diverse and inclusive work

team and to bringing these core values into our daily work with students, faculty, staff and the communities in which

and with whom we work.

The Othello-UW Commons is a new initiative of the University of Washington and is a whole-University effort

involving the leadership of the Executive Office as well as that of nearly half of the UW's schools and colleges. The

Othello-UW Commons is an approximately 2,200 square foot teaching, learning, and event/gathering space under

lease by the UW in a new multi-use complex located in Southeast Seattle adjacent to the Othello light rail station. It

is due to open in late fall 2018. Collaborators in the Othello-UW Commons will seek to build upon and extend

enduring community partnerships and catalyze new, mutually reinforcing partnerships in Southeast Seattle for years

to come. Undergraduate Academic Affairs, a unit which shapes, advances and stewards a world-class undergraduate

academic experience for students at the UW, serves as the administrative home for this position.

As a highly visible component of the UW’s overall community engagement endeavors, the person serving in this

position will play many roles important to its success. The Administrative Assistant will be responsible for

providing daily management of the Othello-UW Commons facility as well as performing general administrative

tasks in support of its operations and programming. Ability to work nonstandard schedule of 10 am to 7 pm Monday

thru Friday with limited flexibility is required. Schedule is subject to review within first year according to program

needs.

Reporting to the Manager of Othello-UW Commons, the Administrative Assistant will have the following

responsibilities:

Assist the Manager Othello-UW Commons in managing the facility

• Ensure facility is open and operational according to its established schedule.

• Assist in establishing and maintaining consistent opening and closing procedures.

• Assist with development of safety and other policies and procedures for the Commons

• Share responsibilities with the Manager in overseeing reservations system including reviewing and

approving/denying/negotiating requests to reserve facility.

• Anticipate and resolve scheduling conflicts. Work to ensure that reservations system maintains fidelity to guiding

principles established for Othello-UW Commons.

• Ensure that all users of the space are familiar with norms and expectations, including those pertaining to the public

and private spaces in the larger complex of which the Othello-UW Commons is a part.

• Routinely check equipment (e.g., AV, furniture) to confirm it is functioning properly and safely. Ensure site is

appropriately transitioned/set to specifications for each reservation.

• In the Manager’s absence, function as primary point-of-contact for on-site managers of the larger building complex

in which the Othello-UW Commons is located. Raise and respond to issues as they emerge, continuously assuring

the UW's standing as an outstanding tenant.

• Performs other related duties as assigned.

Administrative/Operational

• Analyze, modify and recommend improvements in operations infrastructure by applying knowledge of various

policies and regulations as they affect implementation of the Common’s mission.

• Perform receptionist duties including welcoming visitors and providing information and resources.

• Provide assistance to the Manager including providing calendaring support and supervising student employees in

the Commons in the Manager’s absence.

• Assist the Manager in purchasing items for the Commons using appropriate UW systems and following UW

procedures and policies.

• Support Manager in developing and maintaining a fee processing system for space rental.

• Share responsibility in receiving and processing incoming space rental payments and materials based on

established procedures.

• Prepare Ariba-based procurement transactions including payments to individuals, e-reimbursements, non-PO

invoices, BPO’s, catalog ordering and travel expense reimbursements

• Help plan and implement occasional events organized by the Commons.

• Help document relevant data for Othello-UW Commons facility (e.g. space usage)

• Coordinate with campus and community partners in scheduling classes, trainings, meetings, and events for the

Othello space, and keeping and disseminating master calendar of scheduled activities.

• Help with communications efforts including updating website or social media texts and helping to write and edit

reports/memos.

• Perform other related duties as assigned.

Competencies:

CHANGE RESILIENCE

• Comfortable with risk and uncertainty.

• Can decide and act without having the total picture.

• Can shift gears comfortably; doesn’t have to finish things before moving on.

• Effectively copes with change.

• Involves those affected by change in the planning and implementation of change.

• Is confident and steady during difficult times.

• Models positive attitude toward change.

• Successfully manages resistance to new ideas and initiatives.

RACE, EQUITY, and DIFFERENCE

• Confronts individual bias and racism; recognizes own biases.

• Demonstrates respect for all individuals.

• Leverages the capabilities of people different from self.

• Supports equal and fair treatment and opportunity for all.

• Works effectively in a workforce that is diverse in ideas, culture, ethnicity, gender, etc.

SERVICE ORIENTATION

• Demonstrates a sincere, positive attitude toward helping others and getting things done; doesn’t say “it’s not my

job.

• Establishes and maintains effective relationships with others.

EXERCISING GOOD JUDGMENT

• Follows established guidelines and policies when making decisions and demonstrates sound judgment in making

decisions when there is no precedent/guideline.

ACCOUNTABILITY AND INTEGRITY

• Consistently delivers on commitments and promises.

• Sets own standards of excellence instead of waiting for standards to be imposed.

• Accepts responsibility for outcomes (positive or negative) of one’s judgments or actions; admits mistakes and

refocuses efforts when appropriate.

• “Owns” projects and takes responsibility for their timely and successful outcome.

PLANNING AND PRIORITIZATION

• Accurately scopes out length and difficulty of tasks and projects.

• Anticipates and adjusts for problems and roadblocks.

• Sets objectives and goals.

• Uses time effectively.

• Successfully prioritizes tasks and manages personal workload.

PROBLEM SOLVING

• Considers problems from all perspectives, and thoughtfully and responsibly considers all relevant impacts and

implications before making a decision.

• Makes effective and timely decisions, even when data are limited and without unnecessarily referring to others.

• Recognizes who needs to be involved in decisions and engages them when appropriate.

JOB KNOWLEDGE

• Demonstrates technical/professional mastery of skills and knowledge required for the position.

PROCESS AND PROJECT MANAGEMENT

• Good at figuring out the processes to get things done and simplifying complex processes.

• Measures performance against goals and evaluates results.

• Knows how to organize people and activities.

• Uses resources effectively and efficiently

TEAMWORK

• Develops and promotes positive working relationships with colleagues.

• Seeks out, listens to, and considers the ideas and opinions of others.

• Works cooperatively with others to develop and implement programs and ideas.

• Shares information and expertise with others to accomplish mutual goals.

• Understands the impact of actions/decisions on other individuals/departments/stakeholders.

MINIMUM REQUIREMENTS:

Requires High School/ GED AND two years of office or administrative support experience OR an equivalent

combination of education and/or experience.

ADDITIONAL REQUIREMENTS:

• Must be willing to work (10 am-7 pm) with limited flexibility.

• Strong attention to detail and ability to double-check work resulting in minimal errors

• Excellent communications skills, with demonstrated ability to communicate effectively with both UW stakeholders

and community partners in person, by phone or in e-mail

• Excellent customer service skills manifested in an ability to interact politely and respectfully with UW staff,

faculty and students and community partners in Southeast Seattle

• Ability to perform multiple tasks, prioritize, organize, analyze and complete work efficiently

• Ability to work in an open office setting with frequent interruptions

• Capability to work in a fast paced, high volume environment with minimal supervision

• Well-developed administrative and technical skills, demonstrated experience with various systems, tools and/or

databases.

• Excellent skills with Microsoft Office, including but not limited to; creation and manipulation of documents in

Word, Excel, PowerPoint and Outlook.

• Demonstrated experience with AV equipment, which includes the ability to work independently and under limited

direction; without the assistance of on-site technical support.

• Experience with preparing, developing and monitoring policies and/or procedures.

• Ability to lift/move 20 pounds regularly and up to 40 pounds occasionally for classroom/event setup and tear

down

DESIRED:

• Experience working directly with ethnically and racially diverse communities

• Experience working within both higher education AND community-based/public organization settings

• Familiarity with the neighborhoods and communities of Southeast Seattle

• Bachelor’s degree

• Technical familiarity with website development, social media and/or content creation for department’s websites or

communications

Equivalent education/experience can substitute for all minimum qualifications except when there are legal

requirements, such as a license/certification/registration.

For detailed information on Benefits for this position, click here.

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.

The University of Washington is a leader in environmental stewardship & sustainability, and committed to

becoming climate neutral.

The University of Washington is an equal opportunity, affirmative action employer. To request disability

accommodation in the application process, contact the Disability Services Office at 206-543-6450 / 206-543-6452

(tty) or dso@uw.edu.