Administrative Assistant

Position: Administrative Assistant 2
Job Description

The Department of Industrial & Systems Engineering (ISE) at the University of Washington is a dynamic and ever-evolving discipline that sits at the crossroads of engineering, mathematics, statistics, stochastics and science --the building blocks of machine learning and artificial intelligence. Our mission is to analyze, design, optimize and implement complex systems where people, engineering and information intersect. ISE maintains an internationally recognized research program.

We offer degrees at the bachelor's, master's, and doctoral level, and our professional Master of Engineering program provides individuals in the workplace the opportunity to sharpen their leadership and entrepreneurship skills.

The 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, sex, age, status as protected veterans, or status as qualified individuals with disabilities.

The Department of Industrial and Systems Engineering has an outstanding opportunity for a permanent position as an Administrative Assistant 2 (NE S SEIU 925 Non Supv) .

Position Purpose & Complexities

We are searching for an Administrative Assistant to provide administrative support and assistance to faculty, staff, and students in-person. In this role, you play an important role as the department's first line of contact during the working hours of Monday through Friday 8:30-5:00 pm.

A successful candidate should be helpful, practical, and skilled at administrative tasks such as typing, communications, data entry, event organization, office planning, excel in office work, planning, and time management, and be meticulous in their approach to daily business tasks.

Duties & Responsibilities

Administrative Support (50%)

* Manage front desk: attend phone calls, file, fax, mail, Phone, File papers (PDF files for record-keeping), and order office supplies.

* Process Reimbursement

* Assist in event planning, including ordering food, booking event space, coordinating IT support for seminars, and committees.

* Required to attend graduation on the weekend.

* Create announcement emails and marketing flyers for the listserv and maintain the listserv.

* Update social media platforms such as Linked In, ISE website, instagram and others.

* Create and maintain official records to include copying, scanning, and filing by ISE and University policies.

* Provide complex administrative support to the Administrator; assist with special projects.

* Document organization, calendar planning, and inventory checks are completed on time.

* Using AI tools to create articles.

* Other duties as assigned.

Travel and Visa Process (5%)

* Coordinate visa applications and renewals, including but not limited to the VISIT/VISER program, and J-1 and H-1B (other visa as applicable). If appropriate, and troubleshoot issues with International Scholars Operations (ISO) and/or COE HR.

* Coordinate travel arrangements for the department faculty, staff, students and visitors; arrange for all contacts and meetings at the travel destinations; ensure that all travel objectives are accurately and completely carried out; process travel requests and reimbursements.

Events (25%)

* Independently and in collaboration with other university offices and COE/ISE staff, plan and manage special events, including the Executive Advisory Board (EAB), Mentoring Program, ISE Alumni Friends Reception, Senior Design, graduation, and other department and development functions and events.

* Provide administrative support to guest speakers for external events, make travel arrangements, process reimbursements using the UW system, and ensure their visit goes smoothly and reflects positively on the department.

* Independently execute internal events such as visiting committee meetings, the faculty retreat, the holiday party, department mixers, and other non-recurring events that require administrative or logistical support both on and off the UW campus.

Fiscal (10%)

* Process reimbursement for faculty, staff and students,

* Work with student groups to…