Administrative Assistant 2

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.

• 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%).

To be considered for this opportunity your application must…