University of Washington Human Resources

UW CODE AND REPRESENTATIVE GROUP

17083 (NE S SEIU 925 Non Surv)
21230 (NE H SEIU 925 Non Supv)
18109 (NE S SEIU 925 Contact Center)
21235 (NE H SEIU 925 Contact Center)
18695 (NE S WFSE HMC)
21238 (NE H WFSE HMC)
18758 (NE S WFSE Libraries)
21652 (NE H CNU)

CLASS SERIES CONCEPT

Perform a variety of clerical duties in support of office or unit operations.

The Administrative Assistant series differs from Program Assistant and Program Coordinator because jobs in the program series perform work requiring knowledge and experience specific to a program, as defined in the Class Series Concept for Program Assistant.

BASIC FUNCTION

Perform complex administrative support work.

DISTINGUISHING CHARACTERISTICS

Senior level in the Administrative Assistant series. Under general direction, independently perform complex administrative support functions with delegated authority from departmental or unit management, such as serving as an executive assistant to an administrative head, developing new office or administrative procedures, interpreting departmental policies and procedures, monitoring departmental budget, and assisting in the preparation, development, and monitoring of contracts and grants for the department or unit. Exercise judgment to solve unusual administrative problems in a way consistent with the objectives and policies of the unit and university or college.

TYPICAL WORK

1. Resolves problems and responds to inquiries regarding rules, regulations, policies, department procedures, and department services; answers telephone; receives and refers visitors;
2. Reviews documents, records, or applications for completeness, accuracy, and compliance with rules; Type, proofread, and edit content of documents and presentation materials using broad-based software skills. Compose, sign, and release correspondence on behalf of department or unit management.
3. Establish office and administrative systems and procedures and analyze current workflows and practices to ensure departmental or unit compliance with University of Washington policies and/or other external regulations;
4. Coordinate and track departmental-wide or unit-wide projects delegated to staff or vendors and monitor and report on progress;
5. Analyze equipment needs and purchases, authorize expenditures, and develop budget estimates;
6. Research and analyze various issues, programs, policies, or data and develop reports to provide high level context to departmental or unit management that may support decision making;
7. Analyze personnel, financial, payroll, and other data and create reports as needed;
8. Attend meetings, conferences, and committees as department or management representative;
9. Assist in the preparation, development, and monitoring of contracts and grants for the department or unit;
10. Perform executive secretarial support to an administrative head(s);
11. Provide work direction to lower level staff and assist in orienting and training new staff;
12. May make decisions and act as management representative in delegated administrative matters;
13. Perform the duties of Administrative Assistant 2; and
14. Performs other duties as assigned.

MINIMUM QUALIFICATIONS

Requires High School/GED AND four years of office or administrative support experience OR equivalent education/experience.

CLASS HISTORY

New Class: 7-1-18 as negotiated with SEIU 925 and WFSE in the Memorandum of Understanding for Administrative Classification Title Consolidation to consolidate the work of the following job titles and job class codes:

• Office Assistant 3, job code 17386 (NE S SEIU 925 Non-Supv);
• Administrative Assistant A , job code 17045 (NE S SEIU 925 Non-Supv);
• Administrative Assistant B, job code 17046 (NE S SEIU 925 Non-Supv);
• Administrative Coordinator, job code 17080 (NE S SEIU 925 Non-Supv);
• Administrative Coordinator-Contact Center, job code 18102 (NE S SEIU 925 Contact Center)
• Secretary Senior, job code 17244 (NE S SEIU 925 Non-Supv);
• Secretary Senior, job code 18744 (NE S WFSE LIBRARIES)
• Secretary Senior-BioEngr, job code 18501 (NE S WFSE CAMPUSWIDE)