Req #: 243460 Department: SOCIOLOGY DEPARTMENT Appointing Department Web Address: https://soc.washington.edu/ Posting Date: 02/18/2025 Closing Info: Closes On 02/25/2025 Salary: $3,664 - $4,882 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. (https://hr.uw.edu/benefits/wp-content/uploads/sites/3/2018/02/benefits-summary-classified-staff-greater-than-half-time-20250130-a11y.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 Department of Sociology has an outstanding opportunity for an Administrative Assistant 3 (NE S SEIU 925 Non Supv) to join their team.** **DUTIES AND RESPONSIBILITIES** Administrative and Support + Manage chair’s calendar. + Manage department resource calendars: conference rooms, technology, events, public events. + Department-wide communications: announcements, updates, soliciting responses or participation for departmental events. + Review and respond daily to correspondence in department primary email account. + Create agendas and coordinate documents for department faculty meetings. + Minute all public faculty meetings. + Schedule meetings, events, and travel in coordination with other units and universities. + Annually review and revise sociology department ASA Directory listing. + Process Visiting Scholar requests including routing correspondence, submitting visa requests and corresponding with visitors to make sure that visa requests are complete and timely. + Purchase or coordinate signatures for cards, gifts, and other tokens in cases of new faculty welcomes, retirements, or bereavement. + First tier tech support – troubleshooting user issues, teaching techniques and tricks or general usage tips with Microsoft Office Suite, computer and printer hardware issues. + Colloquium and lecture support – room bookings, meeting calendar, P/R promotions, equipment and catering bookings, primary contact for poster design and proofing. + Travel coordinator – book air travel and hotels for visitors, book some conferences, hotels, and air travel for faculty, and graduate students. + Database maintenance-add, update, and maintain department personnel database; generate reports from same including current office assignments and office hours; generate new queries and reports as needed. + Draft correspondence with external constituents, including donors and external partners. + Assist faculty and staff with generating and updating their own and other department web pages. + Assist chair and administrator with research and special projects.Content Production and Management + Design, generate, and frame award certificates. + Design and create presentation posters for faculty books for department events. + Design and produce department-internal publications including holiday cards, donor thank you cards, and temporary signage. + Draft, edit, and disseminate departmental correspondence from the chair. + Edit, proof, correct, and file faculty meeting minutes. + Department photographer: photograph students, faculty, staff, events, and P/R subjects for website, newsletters, and bulletin boards. + Produce annual staff, graduate student, and faculty photo boards. + Maintain department website: Generate, edit, and upload content for website. Create new pages. Edit and update faculty, staff, and student individual pages for content that is not user-editable. + Draft, proof, and edit articles and biographies for newsletter and faculty retirement.Fiscal & Inventorial + Maintain stock of inventory stickers for department equipment, including inventorial and non-inventorial equipment. + Maintain stock of budget bar code stickers for primary department budget mailing; order bar code stickers for individual grants as needed. + ProCard Purchasing – authorized purchases for department offices, staff, or faculty and ProCard reconciliation for same. + Monitoring, issuing, and replenishing departmental parking vouchers for visitors.Logistics & General Office + General public liaison including front desk reception, answering phones, monitoring uwsoc e-mail and replying or re-directing queries, job announcements, information requests. + With the assistance of work study student assistants handle copying, scanning, faxing and other teaching support tasks. + Tool, equipment, and key crib management: Monitor check-out and tracking of departmental keys, tools, support and electronic equipment. + Track and manage departmental office/desk assignments and issuing and tracking keys. + Visitor office space assignment coordinator – working with Chair, ensure that visitors have space to work while in the department. + Supervise/handle distribution and forwarding of incoming mail, regular updating of department mailboxes. + Telephone equipment coordinator – order telephone installations, service changes, removals. Purchase and dispense VOIP telephone equipment for VOIP lines. + Recycling coordinator – store, monitor, and request pick-up for department toxic recyclables including toner cartridges, ink cartridges, light bulbs, transparencies, plastic film, cardboard, batteries, and recyclable electronics. + Maintain and update department office signage: name plates, office signs, etc. + Facility coordinator for department – handle contacts with Building Coordinator, Facilities Services, and Custodial Services for cleaning, building repairs and modifications in Department space. + General logistics-procuring, storing, and producing as needed various support supplies and equipment including garment racks for the graduation event, portable easels, power cords, cash boxes, name tags, nametag lanyards, transport carts, furniture moves and removals. + Moderating and administering multiple department Mailman e-mail mailing lists. + Purchasing and stocking office supplies, office equipment, stationery, campus calendars, and maps. + Packaging, addressing, shipping and monitoring outgoing UPS Shipping. + Copier and office equipment key operator – oversee stocking, servicing, training, and programming on the main copier and main office network printers and fax, and assist faculty, staff, and students with their use. + Annually update departmental award plaques. + Fire and safety floor warden; assist with updates and distribution of safety plan. + Health & Safety Committee member, if elected. + Prompt and supervise the quarterly collection and data entry of office hours. + Move coordinator for furniture and office moves. + With the assistance of work study students, monitor, and clear Savery open posting bulletin boards. + Surplus property coordinator – assemble, tag, and obtain removal for broken, unusable, and unwanted office equipment, machinery, and furniture. + Coordinate the hiring of work study student assistants. **Minimum Requirements:** + High School/GED AND three years of office or administrative support experience OR equivalent education/experience. **Desired Qualifications** + Familiarity with Microsoft Suite, Google Suite, and UW systems 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.