Administrative Assistant 3

Req #: 239530Department: Hematology and OncologyJob Location Detail: Fred Hutchinson Cancer CenterPosting Date: 10/01/2024Closing Info:

Closes On 10/08/2024Salary: $3,664 - $4,882 per monthLimited Recruitment: Open to UW Employees onlyShift: First ShiftNotes:

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. (https://hr.uw.edu/benefits/wp-content/uploads/sites/3/2018/02/benefits-summary-classified-staff-greater-than-half-time-20220908a11y.pdf)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 University of Washington (UW), is seeking a full-time Administrative Assistant 3 to support the diverse and complex activities of faculty members, including research, and service. Our people are the most important asset in our pursuit of achieving excellence in education, research, and community service. Our staff not only enjoys outstanding benefits and professional growth opportunities, but also an environment noted for diversity, community involvement, intellectual excitement, artistic pursuits, and natural beauty.At the University of Washington, diversity is integral to excellence. We value and honor diverse experiences and perspectives, strive to create welcoming and respectful learning environments, and promote access, opportunity and justice for all.POSITION PURPOSE

The Administrative Assistant 3 will join the GUMO Research team of faculty and staff with providing administrative assistance to the Genitourinary Medical Oncology (GUMO) Research Program in completing identified program and administrative functions for the Division of Medical Oncology. Under the general direction of the Business Manager, the Administrative Assistant will join the GUMO team providing administrative support duties for GUMO faculty. As a member of this team, the position contributes to department level initiatives including faculty support, event planning and implementation and special projects.DUTIES AND RESPONSIBILITIES Support Principal Investigators with domestic and international research activities including arrangements for domestic and international conferencing, international and domestic travel booking and reimbursement, and purchasing and shipping.

Serve as the staff lead for purchasing and processing procurement, travel and other reimbursement using multiple methods supported by the UW.

Proactively resolves complex problems using good judgement and professionalism.

Provides data and suggestions to decision makers and follows up on any next steps.

Utilizes, tracks and distributes information and procedure resources with expert knowledge on rules, regulations, policies and services for University, department, State and otherwise.

Completes and reviews all documents, presentations, and other administrative forms to ensure they are accurate and compliant for department and faculty.

Enhance office and administrative systems and procedures to promote compliance, communication, efficiencies and cost savings.

Implement, oversee and report on completion of department projects.

Track and report single occurrence or long term office needs related to equipment, supplies, and event coordination with budget estimates and authorizing expenses where applicable.

Maintain current data on personnel, financial, projects to create organizational systems and snapshots for department and team.

Attend meetings and committees as department or management representative.

Assist in the preparation, development, and monitoring of contracts and grants for the department or unit.

Perform executive secretarial support to an administrative head(s).

Provide work direction to lower level staff and assist in orienting and training new staff.

Performs other duties as assigned. MINIMUM REQUIREMENTS Requires High School/GED AND three years of office or administrative support experience OR equivalent education/experience. DESIRED QUALIFICATIONS

Prior experience working with a data base program with skills beyond data entry.

Prior experience in organizing filing systems – paper and electronic.

Expertise with Word and Excel and the advanced functions of each: macros, merging, formulas, etc.

Familiarity with University systems such as ARIBA, PROCARD, My Financial Desktop, Grant Tracker, eFECs, SAGE, GCCR, etc.

Good communication skills, both verbal and written, including composition skills for business letters and other professional correspondence.

Skill in the use of email as a communication tool.

Good interpersonal skills as vital to interactions with faculty, staff and students. CONDITIONS OF EMPLOYMENT This position requires an individual who is organized; works well under stress, and can juggle competing priorities. The position demands a flexible schedule and the ability to work long hours due to workload and deadlines. External deadlines imposed by Sponsored Programs, Medical Centers, Practice Plans, School of Medicine, University. Routinely attend meetings and respond to questions outside regular workdays and hours, including weekends. Meetings occur at multiple locations on and off campus and with external stakeholders. This position requires excellent communication skills and awareness of ethical and political ramifications of decisions. A grasp of the overall mission and objectives of the department within the UW School of Medicine is essential. The individual must be self-motivated, and able to work collaboratively as well as independently.

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.