Administrative Assistant 3; Temporary

Program on the Environment (PoE) has an outstanding opportunity for an Administrative Assistant 3 to join their team.

Reporting to the PoE Program Director, the Administrative Assistant 3 is responsible for developing strong working relationships with PoE team members (including faculty and academic advisor), the College of the Environment's dean's office, and will work closely with and be supervised by the PoE Program Director.

• Serve as point of contact for College of the Environment Dean’s Human Resources team to support execution of human resources functions including but not limited to position creation, recruitment, hiring, or other employment actions. Work with PoE Director and faculty to initiate searches, including coordinating search committees for faculty, staff, and graduate student TA recruitment.
• Assist PoE Director with posting job advertisements via external platforms. Collaborate with other units within the college to assign and finalize academic appointments.
• Verify candidate eligibility, issue offer/appointment letters, and collect required hiring documentation.
• Manage PoE payroll lifecycle processes in Workday, including serving as time/absence coordinator, onboarding/offboarding employees, compensation request, and updating cost allocations.
• Monitor annual merit adjustments and coordinate cost-sharing agreements with other UW units
• Serve as I-9 coordinator for all PoE staff.
• Work closely with Program Director and Dean’s office central finance team to monitor PoE funding resources and expenses, assist with the resolution of accounting and reporting errors, and assist with annual budget projections.
• Serve as point of contact between central finance and PoE staff and faculty to ensure all expenses are charged to appropriate resources.
• Maintain required personnel and fiscal records for PoE; follow approved retention/shredding schedules.

• Construct ENVIR course schedule in the UW Time Schedule (TS) system; ensure accuracy of teaching assignments, course enrollments, room requests/bookings, course section comments, course fees and offering jointly listed and withered courses
• Comply with TS rooming policies and production calendar deadlines; maximize usage of Wallace Hall teaching classroom and minimize overall time conflicts between complementary ENVIR courses.
• Work closely with Associate/Program Director and faculty during draft/update periods to track changes and confirm accuracy of quarterly schedule; submit approved changes according to TS production calendar deadlines.
• Serve as primary liaison between PoE and TS Office to resolve scheduling/time conflicts and secure appropriate classrooms.
• Maintain communication with other academic units on jointly listed and withered courses.
• Work with faculty to submit/issue quarterly course evaluations on time; collect course syllabi each quarter and maintain record archive.
• Manage shared calendars for scheduling requests in Wallace Hall commons area, conference room, and teaching classroom; manage PoE shared calendars for program-dedicated spaces.
• Support Program Director and Associate Director in scheduling weekly program and staff meetings.

• Support PoE Team meetings, including coordinating meeting spaces, providing technical support, producing and sharing agendas and minutes, and maintaining meeting records Support special program events, including PoE graduation, biannual Capstone Symposia (fall and spring), PoE retreats, quarterly welcome events, and other select occasions. Book spaces, order catering, obtain necessary permits, and coordinate on-site setup,…