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.The Institute for Nuclear Theory (INT) has an outstanding opportunity for an Administrative Specialist. The INT is the U.S. Department of Energy's national center for nuclear theory which sponsors programs and workshops throughout the year, attended by over 400 visiting scientists annually from around the world. The administrative specialist serves as a liaison between the INT Director and the physics community, and has administrative responsibility for INT programs and workshops. This entails management of program information and all communication between the scientific program organizers and participants, management of the program/workshop budgets, and responsibility for the logistical details of program and workshop operation. This individual will also work cooperatively with another administrative specialist and a program coordinator, under the supervision of the INT administrator.Program/Workshop DutiesAssist the scientific organizers with logistical planning of the program/workshop, ensuring that UW, INT, and funding agency regulations and policies are followed.Use the INT's custom-designed INT Event Manager database to perform the following: -Maintain and monitor program/workshop budgets as financial support is offered to participants, as participation dates are confirmed, and as actual expenses are incurred. Provide updates to the program organizers, the INT Director, and the INT Administrator as needed. -Ensure that an adequate number of visitor desks will be available for invited participants. When events will be overfull, in consultation with organizers, inform participants about alternate working spaces that will be available during their visit. -Handle correspondence with organizers and participants through email as well as official letters of invitation offering financial support, and letters confirming program participation and housing/travel arrangements. Prepare Federal Express shipments for time-sensitive correspondence as required. -Update participant mailing addresses.Provide international participants with information about visa requirements. Work with organizers to provide letter of support for visa application as needed.Make housing and occasional travel arrangements for U.S. and international visitors.Some events may require conference housing. Explore housing options (including visiting potential rental properties) and provide housing information to visitors. Provide information about expense reimbursement regulations, policies, and the required documentation for different types of expenses.Serve as a resource person for visitors, providing other information and assistance that will help them derive maximum benefit from their stays at the INT.Assign specific visitor desks and make adjustments as participation dates change.Reserve seminar meeting space.Arrange catering, banquets, and social activities; use ProCard as appropriate.Calculate, collect, and deposit registration fees for conferences and workshops.Provide information to participants about Visiting Scholar appointments when appropriate, and convey information to the staff person responsible for Workday entry.Perform tasks in Ariba e-Travel for participant expense reimbursement. -Regularly prepare expense reports. -Serve as the funding approver for participant expense reimbursements.Provide the INT Program Coordinator with information about the upcoming program or workshop that is not contained in the INT Event Manager database (e.g., visitor desk assignments, unusual arrangements for seminar location, special events, and whether or not registration fees will be collected).Ensure that the INT receives a final report from the organizers, and that thank-you letters are issued from the INT Director to the organizers.Perform a variety of public relations functions.Answer inquiries regarding INT programs and activities.May assist with preparing publicity material such as a poster.Other General DutiesReconcile/approve transactions for CTA, ProCard and FedEx accounts.Perform duties of the Program Coordinator in that person's absence, as needed for events.May include preparation and posting of seminar schedule and participant list, welcoming participants and acquainting them with INT facilities, issuing and checking back in visitor keys, posting talks on the INT website, providing assistance to participants, and other event-related tasks as needed.May assist INT faculty with travel arrangements.May occasionally be required to perform purchasing tasks (e-Procurement and Procurement Card).General receptionist, daily mail, run errands, and general secretarial support for faculty as needed.REQUIREMENTS:A Bachelor's degree.Two years of experience to include working in a customer-oriented environment and making arrangements for temporary housing and/or travel.ADDITIONAL REQUIREMENTS:Proficiency with Microsoft Word and Excel, and experience with PowerPoint, Adobe Acrobat, electronic mail and the internet.Ability to quickly learn new software applications, processes, and procedures.Ability to exercise good judgment and to handle sensitive or confidential information with tact, diplomacy and discretion.Excellent interpersonal skills and ability to interact effectively with people from diverse cultural backgrounds.Excellent oral and written skills: ability to communicate clearly and concisely, and to relay information accurately.Must be highly organized, resourceful, and able to prioritize, work efficiently, and maintain attention to detail while handling multiple tasks with minimal supervision.Ability to easily adapt to varying work flow pace, different work and communication styles, and to handle interruptions.Must have a positive attitude, willingness to learn, and ability to function cooperatively as a team member.Willingness to anticipate visitor needs and generally help with making their visit to the INT as pleasant as possible.In unusual circumstances, occasional evening and weekend work may be required.DESIRED:Familiarity with UW travel rules and regulations, and use of Ariba e-Travel. Familiarity with Google apps, and web page development and maintenance. 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 Work 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.
Founded in 1861, the University of Washington is one of the oldest public institutions in the west coast and one of the preeminent research universities in the world. The University of Washington is a multi-campus university comprised of three different campuses: Seattle, Tacoma, and Bothell. The Seattle campus is made up of sixteen schools and colleges that serve students ranging from an undergraduate level to a doctoral level. The university is home to world-class libraries, arts, music, drama, and sports, as well as the highest quality medical care in Washington State and a world-class academic medical center. The teaching and research of the University’s many professional schools provide undergraduate and graduate students the education necessary toward achieving an excellence that will serve the state, the region, and the nation. As part of a large and diverse community, the University of Washington serves more students than any other institution in the Northwest.