The College of Arts & Sciences (CAS) is one of the largest academic units on the UW Seattle campus, employing over 1400 tenure-track and research faculty, in 43 departments and centers, and generating an average $120 million dollars in sponsored research each year. CAS is comprised of 4 major divisions – Arts, Humanities, Social Science and Natural Science – whose cutting-edge research spans from malaria treatment to solar energy to human rights. CAS is home to diverse music, art, drama, dance, digital arts academic units and degrees, and runs one performance hall (Meany) and two major museums (Henry Art and Burke). CAS academic programs support more than 22,000 undergraduates and 2600 graduate students. The College occupies over 1 million square feet of space spread across campus and off-campus facilities in more than 50 buildings.
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 School of Music (SOM) has an outstanding opportunity for an Administrative Assistant 3 to join their team.
DUTIES AND RESPONSIBILITIES
Reporting to the Administrator, this individual will support the school’s general office operations, concerts and events, as well as fiscal reporting and compliance with institutional regulations and procedures.
This individual will perform a variety of administrative and support functions including but not limited to:
Administrative Support: 25%
Receive and refer phone calls and general email inquiries. Answer main office phone when needed.
Field questions by students, staff, and faculty.
Provide general administrative support to Administrator.
Create, update, and distribute the SOM phone directory.
Assign and update faculty and staff mailboxes, produce a legend to post and distribute by email.
Manage mailing and courier accounts for the SOM.
Assist with department special events including retreats, staff recognition, donor receptions, holiday parties, and other activities.
Provide work direction to lower-level staff and assist in orienting and training new staff.
May make decisions and act as management representative in delegated administrative matters.
Concert/Event Support: 25%
Process performer comp tickets with the Arts Ticket Office
Work with Marketing Director and Faculty to produce concert programs: collect program details and bios from performers, format program into approved template, arrange for printing and distribution to performance venue, archive copy for SOM and send pdf copies to BMI and ASCAP.
Fiscal Support: 50%
Process purchase requests and reimbursements, maintain purchasing records and resolve problems; review, approve and allocate purchases to proper budget and category in consultation with the Administrator.
Review and reconcile Procurement Card transactions for approximately 7 faculty/staff cardholders, many with frequent purchases, charges on several budgets, and/or split budget allocations. Determine appropriate budgets, object codes, PCA coding for transaction items, and ensure that documentation is complete.
Prepare cash deposits, cash transmittals and/or JV requests to distribute collected fees. Prepare reverse expenditures as needed.
Manage all husky card and cash transactions for the school including key deposits.
Process travel arrangements and reimbursements; approve charges to the School’s Central Travel Account and reconcile CTA transactions; allocate travel expenses to appropriate budgets, such as in faculty searches, travel to conferences and guest visits.
Maintain and modify fiscal record keeping systems, databases, and spreadsheets. Oversee reconciliation of source documents (expenditures and revenue) to university transaction records; request missing documentation, recommend corrective actions and prepare transfers as needed.
Assist in the development of financial/fiscal policies, including the review and refinement of systems of accountability and internal controls.
Help Administrator produce monthly budget reports for Director.
Establish office and administrative systems and procedures and analyze current workflows and practices to ensure departmental or unit compliance with University of Washington policies and/or other external regulations.
Coordinate and track departmental-wide or unit-wide projects delegated to staff or vendors and monitor and report on progress.
Analyze equipment needs and purchases, authorize expenditures, and develop budget estimates.
Research and analyze various issues, programs, policies, or data and develop reports to provide high level context to departmental or unit management that may support decision making.
Perform related duties as required.
This position interacts with the Administrator as well as the Director, Program Chairs, faculty, staff, undergraduate and graduate students within the School of Music, and is expected to foster effective and positive communication with all these constituents. This position provides opportunities to work in a fast-paced, challenging, diverse and rewarding environment.
Opportunities for training and professional development will be provided.
CONDITIONS OF EMPLOYMENT
This position is required to work a core set of hours between 8:00 a.m. and 5:00 p.m. Monday through Friday.
Requires High School/GED AND four years of office or administrative support experience OR equivalent education/experience.
Expertise with the Microsoft Office suite of software tools, including but not limited to Word (mail merge, footer/header notes, outlines), Excel and Outlook.
Experience using SharePoint, Microsoft Teams, OneDrive and uploading/downloading of files.
Demonstrated ability to learn new technologies and systems.
Must show demonstrated ability to organize and prioritize multiple tasks and work effectively under the pressure of deadlines.
Ability to work independently under general rather than close supervision.
Demonstrated ability to work with diverse groups of people.
Attention to detail, well organized, and demonstrated experience managing multiple requests.
Must be able to work independently and as part of a team.
Individual must be highly detail oriented.
Professional demeanor is required.
Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration.
Bachelor’s degree in business, finance, arts administration, or related fields.
Experience with or interest in the performing arts.
Familiarity with academic policies and procedures.
University of Washington experience in the areas of UW budget, purchasing, and accounting processes.
Demonstrated experience with UW administrative systems (My Financial Desktop, ARIBA, etc.), and UW Enterprise Data and Analytics reports, and willingness to bring the school forward in the era of Finance Transformation.
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.