Administrative Assistant 2

Job Description

The Department of Psychiatry & Behavioral Sciences within the UW School of Medicine currently has an outstanding opportunity for a Part Time Administrative Assistant 2 to join their team.

About this Opportunity

Reporting to the ADAI Director and faculty leadership, the Administrative Assistant is responsible for supporting the daily operations and timely execution of administrative functions for the Addictions, Drug and Alcohol Institute (ADAI). The position provides administrative support for ADAI's multidisciplinary staff, research scientists, faculty, and programs, contributing to the University of Washington School of Medicine's nationally recognized research, education, and outreach mission within the Department of Psychiatry and Behavioral Sciences.

Key Responsibilities:

• Information Services Support: Work collaboratively with ADAI Information Services team members to perform a variety of ongoing tasks and project assignments. The primary ongoing activity is providing support for the ADAI Clearinghouse, a free resource center serving Washington State. The Administrative Assistant is responsible for independently tracking, receiving, and stocking Clearinghouse materials and supplies. The person in this position fulfills orders once per week which includes copying, packing and shipping boxes, preparing mailing labels, and maintaining records of the orders. It is expected that the Administrative Assistant will independently troubleshoot a variety of issues that may arise while providing excellent customer service (40%).
• Small Grants: Twice a year, assist with the ADAI Small Grants Program including receiving applications and saving them in a shared Teams folder; scheduling review meetings and sending Outlook invitations; distributing materials via email to reviewers; using templates to compose award and rejection letters; tracking final report submissions; and maintaining electronic grant files. It is expected that the Administrative Assistant will use judgment to navigate non-routine matters that often arise during the small grants review process (20%).
• Events & Meetings: Assist with webinar and online meeting logistics, including Zoom and PowerPoint support. Attend Zoom webinars and meetings and troubleshoot technical problems. Occasionally, create community meeting registrations, participant polls, and participant confirmation emails using Zoom (20%). Assist with Zoom meetings for internal ADAI meetings including staff meetings and committee meetings. Take minutes during committee meetings and share them with committee members. Assist with publicity and recruitment activities for annual educational programs by sending email notifications to individuals and organizations included in an outreach list. Assist with organizing staff events such as retreats and celebrations.  Reserve meeting rooms using UW reservation system. Use Outlook to schedule meetings and events. Order food and submit related forms using department systems (20%).
• General Administrative Activities: Manage the ADAI general email account. Reply to messages or forward them to appropriate ADAI staff. The ADAI general email account is a primary communication channel for both the public and UW partners. The Administrative Assistant must gain and maintain up-to-date information about ADAI programs, events, small grants, and employees so that they may answer email inquiries independently and appropriately (20%). Receive and distribute mail. The majority of ADAI employees work remotely most of the time and the Administrative Assistant receives mail on their behalf and ensures that it is distributed to them in a timely manner. Occasionally copy and ship materials on behalf of ADAI centers. Using department systems and in compliance with University of Washington policies and procedures, assist with processing travel reimbursement requests, uploading purchasing card receipts and information, order grant-funded office supplies, and process print orders. Enter data into a Northwest Addictions Technology Transfer Center database regarding community event descriptions and post-event evaluation surveys. Assist with other data entry tasks, as needed. Save documents in the Microsoft Teams shared filing system. Create new Teams folders as needed. Work with other ADAI personnel to scan and digitize existing paper records. Proactively develop new project procedures to ensure efficient administrative workflow. Assist with projects as delegated by the ADAI Director, Director of Operations, Director of Information Services, research teams, and others at the Institute (20%).

Pay Rate Information

The salary information provided below is for a full-time position and will be prorated for part-time.

Required Qualifications

To be considered for this opportunity your application must demonstrate you meet both the minimum qualifications and additional qualifications listed below. Equivalent education and/or experience may substitute for minimum qualifications except when there are legal requirements, such as a license,
certification, and/or registration.”

Minimum Requirements:

• Requires High School/ GED AND two years of office or administrative support experience.
• Equivalent education and/or experience may substitute for minimum qualifications except when there are legal requirements, such as a license, certification, and/or registration.

Desired Qualifications:

• Zoom and Microsoft Teams experience preferred.
• Ability to complete a variety of tasks working with different individuals and teams.
• Ability to work onsite, in the UW Magnuson Health Sciences Building, at least one 8-hour day per week (Wednesday).
• Customer service experience or experience responding to public inquiries.
• Ability to independently research and apply solutions to administrative and technical issues.
• Strong editing, writing, and oral communication skills.
• Familiarity with Acrobat Pro.
• Associate or bachelor’s degree preferred.

About the Department

The Department of Psychiatry and Behavioral Sciences within the UW School of Medicine is the third largest clinical department within the School of Medicine with 330 full-time faculty members, 460 courtesy faculty members, and over 350 staff. Department faculty provide clinical services in 5 hospitals, 14 primary care locations, and several outpatient sites in addition to telepsychiatry consultations to more than 150 clinics in Washington and beyond. As the only academic psychiatry department serving the five state WWAMI region (Washington, Wyoming, Alaska, Montana, Idaho), the Department’s highly competitive residency training program is largely responsible for developing the mental health workforce in the Pacific Northwest. The Department’s robust research portfolio totals $65 million in grants and contracts per year for projects ranging from clinical neurosciences to treatment development to health policy and population health. The Department’s research mission involves over 100 faculty. The Department is recognized as an international leader in developing, testing, and implementing Collaborative Care, an integrated care model increasingly seen as a solution for population-based mental health care. Other areas of excellence include Addictions, Autism, High Risk Youth, Neurosciences, and Trauma, and the Department is developing innovative new programs in Technology and Mental Health, Global Mental Health, Maternal and Child Mental Health, and Targeted Intervention Development. Psychiatry is the third largest department in the School of Medicine and the largest non-divisioned department. The overall annual operations funding from all sources is over $150 million. 

Placement in the range will depend on a candidate’s job-related skills, experience, and expertise, as evaluated during the interview process.  

Compensation, Benefits and Position Details

Pay Range Minimum:

Pay Range Maximum:

Other Compensation:

Benefits:

Shift:

Temporary or Regular?

FTE (Full-Time Equivalent):

Union/Bargaining Unit:

About the UW 

Working at the University of Washington provides a unique opportunity to change lives – on our campuses, in our state and around the world.  

UW employees bring their boundless energy, creative problem-solving skills and dedication to building stronger minds and a healthier world. In return, they enjoy outstanding benefits, opportunities for professional growth and the chance to work in an environment known for its diversity, intellectual excitement, artistic pursuits and natural beauty. 

Our Commitment 

The University of Washington is committed to fostering an inclusive, respectful and welcoming community for all. As an equal opportunity employer, the University considers applicants for employment without regard to race, color, creed, religion, national origin, citizenship, sex, pregnancy, age, marital status, sexual orientation, gender identity or expression, genetic information, disability, or veteran status consistent with UW Executive Order No. 81.

To request disability accommodation in the application process, contact the Disability Services Office at 206-543-6450 or

dso@uw.edu

Applicants considered for this position will be required to disclose if they are the subject of any substantiated findings or current investigations related to sexual misconduct at their current employment and past employment. Disclosure is required under Washington state law.