Administrative Assistant ; Temporary

Position: Administrative Assistant 3 (Temporary)

Job Description

The Office of Animal Welfare has an outstanding opportunity for a temporary Administrative Assistant 3 to join their team.

Position Purpose

This is a temporary, full-time, 12-month position. Working in a team-based environment, this position will provide comprehensive program and administrative support for the Office of Animal Welfare (OAW), the Office of the Attending Veterinarian (AV), and the Center for Laboratory Animal Resources (CLATR).

Position Complexities

This role will have delegated authority to administer and manage functions that support OAW operations, the University’s Institutional Animal Care and Use Committee (IACUC), and the overall animal care and use program. The individual in this role will have direct interactions with researchers and department heads and will work closely with other compliance organizations throughout the institution. Success in this role will require friendly, outstanding customer service skills, and the ability to manage multiple concurrent priorities and projects under deadline pressure and changing priorities.

Position

Responsibilities

50% of their time will be spent supporting Office of the AV and CLATR functions:

• Serve as a responsive and efficient initial point of contact for OAW/CLATR via phone, email, and in person, providing accurate information and referring questions appropriately.
• Provide exemplary, consistent customer service with attentive, timely, and thorough communication and information services.
• Provide general administrative support for OAW/CLATR, including management of shared email accounts, leading team huddles/meetings as assigned, and providing logistical support for the organization and scheduling of unit events (e.g., room reservations).
• Oversee administrative operations of CLATR, including quarterly class scheduling, registration management, billing, and participant communications.
• Coordinate with trainers and instructors to support course logistics and content delivery.

50% supporting OAW and IACUC functions:

• Prepare materials for monthly IACUC meetings (e.g., meeting minutes), provide logistical support during and between meetings.
• Manage intake and processing of protocol items and grants.
• Synthesize and analyze information from multiple systems (e.g., Hover Board, SPAERC, and SAGE) to facilitate efficient review workflows.
• Liaise between OAW, the Office of Sponsored Projects (OSP), and research teams and administrators regarding grant issues.
• Coordinate and maintain records for the veterinary monitoring program, adverse event tracking, and mortality report tracking.
• Exercise independent judgment to set priorities and meet deadlines.
• Revise procedures and workflows within scope of duties as needed to enhance efficiency.
• Other duties as assigned.

Minimum Requirements

Requires High School/GED AND three 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.

Additional Requirements

• Working knowledge of federally mandated animal care and use program requirements, including relevant laws, regulations and IACUC operating procedures.
• Experience with Hover Board or other electronic IACUC protocol systems.
• Demonstrated ability to manage multiple projects and priorities in a fast-paced environment.
• Strong written and verbal communication skills, with exceptional attention to detail and accuracy.
• Ability to independently evaluate information and make appropriate decisions or recommendations for assigned administrative or programmatic functions.
• Ability to maintain confidentiality and use sound judgement when handling sensitive information.
• Excellent customer service orientation and interpersonal skills.
• Demonstrated proficiency with Microsoft Office suite.

Working Environmental Conditions

• This is an in-person position.
• This is a temporary, 12-month position.

Compensation, Benefits and Position Details

Pay Range Minimum: $47,448.00 annual

Pay Range Maximum: $63,468.00 annual

Other Compensation: -

Benefits: For information about benefits for this position, visit https://(Use the "Apply for this Job" box below)./

Shift

First Shift (United States of America)

Temporary or Regular?

This is a temporary position

FTE (Full-Time Equivalent)

100.00%

Union/Bargaining Unit

SEIU Local 925 Nonsupervisory

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.

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