Administrative Assistant 1

Req : 245613

Department: HOUSING & FOOD SERVICES

Posting Date: 05/01/2025

Closing Info: Closes On 05/08/2025

Salary: $3,664 - $4,428 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.

ADMINISTRATIVE ASSISTANT

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.

Housing & Food Services (HFS) supports over 10,000 student residents and operates 40+ dining locations on campus. With a team of over 1,200 staff and students, HFS is dedicated to enhancing student life through teamwork and excellent service.

In Housing & Food Services, our DEI statement reads: HFS will become an organization that prioritizes inclusive workplace communities, centered on belonging and opportunity for all staff. All HFS staff must accept responsibility to identify and interrupt biases, privilege, barriers, and power dynamics. We challenge ourselves to engage in open dialogue, active listening, and empathic learning.

POSITION PURPOSE

Provide reception support for the central office of the Department of Housing & Food Services (HFS), with emphasis on customer service for departmental and University staff, student residents, parents, vendors and the general public. Serve as the primary point of contact for visitors and callers seeking information about HFS and its operations.

DUTIES AND RESPONSIBILITIES

• Create a positive, respectful and welcoming presence for the HFS Central Office.
• Answer the main HFS phone line, following established guidelines, answering routine questions and directing calls, and back up unit phones when administrative personnel are on leave.
• Provide excellent customer service in an environment with competing demands. Greet and direct visitors and staff entering the building, and determine the most effective manner to resolve walk-in clients' concerns.
• Provide an additional layer of security in the lobby by screening visitors before they enter HFS office areas. Observe and take appropriate action on any unusual or concerning behavior displayed by anyone entering the office.
• Act as resource for information distribution to staff, student residents, parents, the general public, vendors and other campus departments needing assistance with all HFS-related queries.
• Have an understanding of the Department and each unit's operations and be able to interact with each unit appropriately.
• Assist with central meeting room reservations using Microsoft Outlook calendars. Act as a delegate for the HFS Wellness Room calendar.
• Assist with central meeting room orderliness, ensuring equipment is turned off at end of day, and maintain cleanliness and organization of reception area.
• Direct communications (mail; email; deliveries) to appropriate staff and assist staff with filling out work orders.
• Receive and sort incoming mail and manage outgoing mail; direct courier and vendor deliveries to appropriate parties.
• In coordination with Residential Life, receive, approve, and sort incoming posters from UW Partners and Registered Student Organizations.
• Provide information on the HFS Posting Policy.
• Order copier paper and other general office supplies on a weekly basis, and schedule shredding pickups, as needed.
• Work with supervisor to ensure backup for coverage of breaks, lunch, vacation and sick days.
• Maintain resources relating to front desk operations. Provide orientation and ongoing training on front desk operations to coverage staff.
• Coordinate and track HFS Central Office locker assignments for those requesting one.
• Update the unit meeting schedules and conference/event document in InsideHFS on a regular, recurring basis.
• Collect student employee forms for Dining, including receiving training checklists and food handler cards.
• Work with Payroll to ensure student employees have all the documents needed to complete their paperwork to get set up in the payroll system and provide them with appropriate documents, if needed. Incidental support of I-9 and Glacier processes.
• Provides financial and purchasing support to the HFS Central Office as assigned, including: processing travel reimbursements, complete purchasing and reimbursement utilizing the University eProcurement process, coordinate reimbursements through the Payments to Individual process, and reviewing transaction documentation for compliance.
• Act as evacuation warden in case of an emergency or drill and then file priority report for emergency on SharePoint.
• Provide additional administrative assistance as needed. WORKING CONDITIONS
• Position works typical business hours Monday through Friday, 8 a.m.-5 p.m. REPORTS TO Administrative Specialist to the Executive Director, Housing & Food Services. The position works under general supervision and reports to the Administrative Specialist to the Executive Director. The position may provide incidental direction to any student employees responsible for reception coverage during the Program Assistant's absence(s). POSITION DIMENSIONS/PROGRAM DEFINITION HFS Administration is a unique program area that requires knowledge of how to handle and respond to inquiries involving sensitive student information covered by FERPA.HFS has unique policies and procedures for handling student information and receiving, responding and/or directing complaints, concerns and requests for information. Inquiries come from current students, prospective students, parents, staff, faculty and vendors. Position must be able to quickly respond to inquiries using their understanding of the organizational structure and departmental policies. This experience could be gained working in a university housing and/or dining department. Though hired into a specific working title or location, all employees of HFS are expected to support overall operations by participating in cross-training, providing coverage during staff absences or high business volume, participation in production and/or service of special events, and being willing and able to perform additional, related duties. MINIMUM REQUIREMENTS
• Requires High School/GED AND two years of office or administrative support experience OR an equivalent combination of education and/or experience. DESIRED QUALIFICATIONS
• Experience within a university housing and/or dining setting.
• Success working independently and as a team member.
• Success working with tact and diplomacy.
• Success working in an environment with competing priorities, where one must balance focus on office support duties while handling a large number of calls and in-person traffic simultaneously.
• Experience using SharePoint 2013.
• Attention to detail.
• Strong oral, organizational and written communication skills and ability to communicate clearly with a diverse population while maintaining confidentiality on sensitive issues.
• Proficiency with Microsoft Office 2013 and 2016 suites, including Outlook, Word, Excel and PowerPoint. CONDITIONS OF EMPLOYMENT
• A satisfactory outcome from the employment reference check processes and education verification.

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.