OFFICE MANAGER

Req #: 233185

Department: MECHANICAL ENGINEERING

Posting Date: 04/12/2024

Closing Info

Closes On 04/29/2024

Salary: $4,194 - $5,640 per month

Shift: First Shift

Notes

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 Department of Mechanical Engineering at the University of Washington embodies the collaborative, interdisciplinary spirit of our field. Working with other departments, schools, and universities, we focus on the integration of technological systems to solve practical problems in our teaching and research. Mechanical engineering is the broadest of all engineering disciplines. We team up with a wide variety of scientists and engineers on work that spans countless disciplines. We value excellence, leadership, innovation, diversity, collaboration, and agility.

The department serves nearly 1000 students annually, graduating 162 bachelors, 109 masters, and 26 PhD degrees in the academic year of 2022-23. Currently the department has 38 full-time faculty, 100 affiliate and adjunct faculty, 20 postdoctoral scholars and 30 staff. The department has a large portfolio of programs, graduate and undergraduate degree programs including an online Master's program, a growing number of international exchanges, cost centers, and multiple research and testing laboratories.

The Department of Mechanical Engineering has an outstanding opportunity for an Office Manager (Administrative Assistant Supv). This position will report to the department's Assistant to the Chair (ATC) and supervise two - five office support student assistants. This position will provide professional administrative and operational support to the Chair's Office and the Administrator as needed. Use independent judgment and decision-making skills in the management of meeting departmental priorities in the following areas: (1) office management, (2) building coordination (shipping & receiving) and (3) administrative support for department. This position will be charged with supporting and maintaining effective and efficient processes for each of these areas. This position is expected to be 100% on site.

DUTIES AND RESPONSIBILITIES Office Management [35%]

• Welcome and greet guests to the department, receiving and referring visitors.

• Answer telephones, responding to questions from the general public regarding departmental procedures and services.

• Manage lockers, coordinate conference room reservations and manage equipment rental.

• Oversee front office including ordering office supplies and poster printing.

• Proofread materials and draft communications for sentence structure, spelling, grammar, and punctuation.

• Ensure that the Chair's suite maintains professional appearance and demeanor.

• Serve as departmental support for major departmental events including new student orientations, open house events, graduation and other award ceremonies as needed. Work with event services, caterers, and other stakeholders to ensure successful events.

• Serve as staff point liaison to student groups such as ASME, MEGA, etc. for event planning including making and reserving spaces, coordinating advertisements to the department.

• Give tours and provide necessary resources to new faculty.

• Other duties as assigned on an as-needed basis.Building Coordination (Shipping & Receiving) [35%]

• Handle shipping and receiving, distribute mail, reconcile all budgets, file paperwork and assist with purchasing.

• Keep records of all products shipped and received in Mechanical Engineering Building.

• Create mailing labels and shipping documents and ensure that all orders have been filled correctly.

• Serve as Building Coordinator and Fire Warden; inputting work orders, assisting with remodel coordination, maintenance and security of the building. Communicate environmental health and safety guidance procedures and building policies for students, staff, and faculty with disabilities.

• Manage departmental key assignment process.

• Maintain department owned spaces (lounges, workspaces, etc.)

• Participate as a member of the department's Infrastructure committee.

• Participate in the monthly building coordinator meetings.Administrative Support for the Department [20%]

• Provide support to the Office of the Chair.

• Assist in managing the schedules: organize activities, schedule and set meetings at the department, college, university community and national level, ensuring that the Chair's office priorities and obligations are met.

• Work with the Associate Chair of Research to manage and coordinate seminar speakers including, scheduling/agenda, lodging, advertising, room reservations, and concessions.

• Compose office correspondence, communications with internal and external stakeholders, including assisting Chair's office with department donor thank you cards.

• Process and handle reimbursement requests from students, staff, faculty, and non-UW visitors.

• Assist the Assistant to the Chair with monthly faculty meetings: meeting minutes, taking attendance, preparing necessary supplies.

• Provide support with External Advisory Board events: reserving spaces, coordinating catering, creating nametags, creating rsvp forms, etc.Supervisory: Student Assistants [10%]

• Supervise office support student assistants (2-5) to provide continuous staffing of the department's front desk during business hours throughout the calendar year.

• Hire, train and ensure students' understanding of front desk and mailroom duties and expectations; assign projects and tasks.

• Provide positive and constructive feedback on performance.

• Create quarterly work schedules and manage timesheets. MINIMUM REQUIREMENTS

• High School/GED AND five years of office or administrative support experience to include one year of experience as a lead or supervisor OR an equivalent combination of education and experience. ADDITIONAL REQUIREMENTS

• Experience with hiring, training and supervising.

• Computer proficiency with spreadsheets, word processing (Outlook, Excel.)

• Demonstrated ability to interpret and communicate to other complex policies and procedures.

• Skilled in analyzing and synthesizing large and complex amounts of technical information.

• Strong verbal and written communication skills.

• Demonstrated experience working in a large, highly structured environment.

• Ability to work independently with a high degree of reliability, accuracy and productivity.

• Ability to handle confidential information responsibly.

• Must be adept at organizational proficiency and project management, including the ability to prioritize work in a fast-paced setting.

• Demonstrated ability to maintain harmonious working relationships and effectively address complex and sensitive administrative issues.

• Demonstrated experience in successful handling of multiple projects with critical deadlines.

• Demonstrated ability to supervise the work of others and provide mentorship and training. DESIRED QUALIFICATIONS

• Bachelor's degree in business administration, communications, marketing, or related degree AND two years of administrative and communications experience.

• Familiarity with the University of Washington and its administrative structure and systems is preferred, but not required.

• Experience in the application of writing skills to a fundraising program, and understanding of fundraising techniques and basic philosophy of fundraising in a higher education environment.

• Highly organized with experience in providing administrative support to senior management roles.

University of Washington is an affirmative action and equal opportunity employer. All qualified applicants will receive consideration for employment without regard to, among other things, race, religion, color, national origin, sexual orientation, gender identity, sex, age, protected veteran or disabled status, or genetic information.