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ADMINISTRATIVE ASSISTANT
Req #:
224564
Department:
THE CENTER OF EDUCATIONAL LEADERSHIP
Job Location:
Seattle - Other
Posting Date:
07/17/2023
Closing Info:
Closes On 07/31/2023
Salary:
$3,557 - $4,740 per month
Other Compensation:
Union Position:
Yes
Shift:
First Shift
Benefits:
As a UW employee, you will enjoy generous benefits and work/life programs.
As a UW employee, you have a unique opportunity to change lives on our campuses, in our state and around the world. UW employees offer their boundless energy, creative problem-solving skills and dedication to build stronger minds and a healthier world.
UW faculty and staff also enjoy outstanding benefits, professional growth opportunities and unique resources in an environment noted for diversity, intellectual excitement, artistic pursuits and natural beauty.
POSITION PURPOSE
The Center for Educational Leadership (CEL) is a nationally recognized center committed to the belief that all students can create limitless futures for themselves if schools foster conditions for them to experience happiness and pride. We help leaders create schools where students furthest from educational justice thrive. We do this by working side-by-side with school and district leaders across the country to improve leadership practice, ultimately creating transformed, equity-driven schools.
We work with the entire school system to build the expertise, practices, and conditions necessary to create cultures of rigorous teaching, leading, and learning.
Ultimately, our passion is developing equity-driven, learner-focused leaders and the systems that support them. To do this, we offer a variety of evidence-based and research-driven services, all aimed at building teacher and leader capacity, including:
including:
Central office redesign focused on supporting principals and teachers.
Equity-driven instructional leadership development for principals and their leadership teams.
Development of conditions and practices for impactful instructional coaching.
CEL is a self-sustaining center within the University of Washington College of Education. Our office is located in Seattle, Washington, where the work of our team of 20 educators and staff members is guided by our values of:
People. People are the core. We believe equity, empowerment, respect, balance and celebration vitalize our most precious resource.
Curiosity. We nurture inquisitive minds. Curiosity propels us forward in a never-ending pursuit of new ideas and improved ways of working.
Learning. Knowledge empowers. As an innovative, learning organization, we believe continuous reflection, learning and sharing create brighter experiences for all.
Collaboration. We are stronger together. Collaboration accelerates performance, and we know that the best work is a product of shared ownership and individual strengths.
Integrity. Our values are a promise. We live our values according to non-negotiable standards of honesty, truth, responsibility, mutual respect and “doing what is right.”
Impact. Student outcomes are our ultimate goal and measure of success. A sense of urgency drives us to deliver the highest-quality work in service of ensuring equitable outcomes.
We are located in Seattle, Washington and will occasionally require commuting to CEL’s office space located at Brooklyn Trail Building, 3903 Brooklyn Ave NE, Seattle, WA 98105.
CEL is a self-sustaining organization through program service fees and grant funding.
The Center for Educational Leadership has an outstanding opportunity for a 100% Full-Time Administrative Assistant 3
Reporting to the Operations Manager, the Administrative Assistant 3 plays a central role in providing vital financial and administrative support to the CEL staff. This position supports CEL’s financial functions and fiscal team by providing initial data entry and review of financial transactions, to include processing travel expense reports, reviewing invoices from contractors for accuracy, processing product orders, and reconciling airfare expenses. This position also provides primary administrative support for the office, including copying, collating materials, creating online courses and organizing digital delivery of training materials, creating online surveys and reports, ordering office supplies, and ensuring the office equipment and conference rooms are well maintained. This position also schedules phone and Zoom meetings with people inside and outside of the organization. This position is a first point of contact for customer calls into the main line and responding to customer inquiries in the CEL general email box. This position will help with preparing, creating, and editing Office and Google documents, spreadsheets, and presentations.
DUTIES AND RESPONSIBILITIES
Support CEL’s financial functions
Under the direction and review of the Associate Director of Finance and Operations:
Submit travel expense reimbursements in Ariba system.
Reconcile airfare charges to the department credit card account.
Compile receipts and verify expenditures from independent contractors, follow up with independent contractors if corrections are needed.
Create purchase orders where necessary.
Input data from check payments received into Excel spreadsheet.
Reconcile budget expenditures, resolving discrepancies.
Maintain financial record keeping.
Process participant registrations for CEL seminars and institutes.
Support CEL’s revenue generation functions
Respond to and refer inquiries about CEL’s services and products that come into the main line or general email box.
Manage CEL’s online store by processing and fulfilling product orders, maintain order spreadsheet, assist customers with questions and account access issues, and maintain product information on the store website.
Lead administrative and operational support of CEL’s online assessment system including client and participant communication, assisting participants with technical support questions, downloading participant reports, and updating results presentation.
Support CEL’s administrative staff and office functions
Copy and collate training materials, both physical and digital formats, for Directors and for other members of the administrative staff.
Format and proofread training materials and other documents in Google and Microsoft applications.
Generate participant survey links and reports for training sessions.
Schedule in-person meetings and Zoom calls or meetings on behalf of others for internal meetings as well as external meetings with clients.
Provide Zoom moderator support to online trainings, including taking attendance, creating and monitoring breakout rooms, monitoring chat.
Create and co-design online courses, including uploading training handouts and assisting participants with access issues or questions.
Maintain inventory and ordering of training materials.
Obtain permissions for copyrighted materials as requested.
Set up and maintain digital files including partnership, financial, and confidential materials.
Serve as a key member of the team in leading, collaborating, and participating in efforts to understand and improve client experience, organizational learning, priority projects and initiatives, and internal committees.
Serve as a key contributor for process design and improvement for internal work processes by identifying opportunities, using creativity and judgement to problem solve and recommend and implement solutions..
Greet and direct visitors who come into the office.
Monitor, organize, and order office supplies and handle overnight and ground mailings.
Ensure copiers and printers are working and that there is adequate supply of paper and toner.
Support meetings, conferences, and institutes as directed, including materials and supplies preparation, ordering food, setting up conference rooms, greeting guests, etc.
Manage CEL conference rooms’ schedules and ensure conference rooms and other common areas such as the kitchen are clean and ready for use.
Deliver and retrieve intercampus mail from Miller Hall and UW Mail Services as needed
Perform other duties as assigned.
ATTRIBUTES OF A SUCCESSFUL CANDIDATE
Demonstrated personal commitment to anti-racism work, and a detailed understanding of the challenges and barriers faced by communities because of, and not limited to, race, ethnicity, class, ability, immigration status, gender, and their intersections.
Proactive, deadline-driven self-starter who works well independently and on teams.
Strong organizational skills that highlight ability to use, and maintain systems to track tasks and deadlines.
Ability to be flexible in a dynamic environment where there is a sense of shared leadership and responsibility.
Takes pride and ownership in producing high-quality work.
Brings a sense of curiosity, a bias toward action, a willingness to take risks and celebrate successes.
MINIMUM REQUIREMENTS
High school graduation or equivalent AND two years of increasingly responsible administrative experience OR equivalent education/experience.
ADDITIONAL REQUIREMENTS
High degree of accuracy and attention to detail; proven ability to work with financial documents.
Ability to copy and collate documents accurately and within scheduled timeframes.
Proven experience in providing administrative support for multiple people.
Demonstrated strong customer service and professionalism when interacting with customers face-to-face, via email, and over the phone or Zoom.
Strong organization skills and ability to manage multiple priorities.
Experience working in a fast-paced environment with frequent interruptions and proven ability to meet deadlines.
Strong collaborative skills and demonstrated ability to work within a team.
Willingness to take on tasks as assigned or when needed and to work in a group setting to identify and implement workflow improvements.
Experience interpreting and applying policies and procedures.
Strong written and oral communication skills. Ability to create, edit and proofread documents and communications for both external and internal audiences.
Highly reliable and prompt when arriving to work or attending meetings.
Self-starter with demonstrated initiative in anticipating and resolving problems.
Curious and ability to learn quickly and to apply learnings from one situation to similar situations.
Experience managing shared calendars and scheduling on behalf of multiple people.
High degree of proficiency to create and modify spreadsheets in Excel.
Proven experience with creating and editing Microsoft and Google documents, spreadsheets, and presentations.
Demonstrated experience in handling the logistics of setting up meetings, training classes or other events.
Proven ability to handle confidential information with a high degree of tact, judgment, discretion and diplomacy.
Able to work in a virtual and physical office setting
Ability to occasionally flex work hours or work overtime as needed to accommodate client training engagements if agreed upon.
DESIRED QUALIFICATIONS
Knowledge of or interest in a fee for service and/or non-profit environment.
Knowledge of or interest in a university setting.
Knowledge of or interest in K-12 education issues.
Familiarity with Qualtrics and Canvas.
Experience working in an organization with a remote or virtual culture.
UW faculty and staff also enjoy outstanding benefits, professional growth opportunities and unique resources in an environment noted for diversity, intellectual excitement, artistic pursuits and natural beauty.
POSITION PURPOSE
The Center for Educational Leadership (CEL) is a nationally recognized center committed to the belief that all students can create limitless futures for themselves if schools foster conditions for them to experience happiness and pride. We help leaders create schools where students furthest from educational justice thrive. We do this by working side-by-side with school and district leaders across the country to improve leadership practice, ultimately creating transformed, equity-driven schools.
We work with the entire school system to build the expertise, practices, and conditions necessary to create cultures of rigorous teaching, leading, and learning.
Ultimately, our passion is developing equity-driven, learner-focused leaders and the systems that support them. To do this, we offer a variety of evidence-based and research-driven services, all aimed at building teacher and leader capacity, including:
including:
CEL is a self-sustaining center within the University of Washington College of Education. Our office is located in Seattle, Washington, where the work of our team of 20 educators and staff members is guided by our values of:
People. People are the core. We believe equity, empowerment, respect, balance and celebration vitalize our most precious resource.
Curiosity. We nurture inquisitive minds. Curiosity propels us forward in a never-ending pursuit of new ideas and improved ways of working.
Learning. Knowledge empowers. As an innovative, learning organization, we believe continuous reflection, learning and sharing create brighter experiences for all.
Collaboration. We are stronger together. Collaboration accelerates performance, and we know that the best work is a product of shared ownership and individual strengths.
Integrity. Our values are a promise. We live our values according to non-negotiable standards of honesty, truth, responsibility, mutual respect and “doing what is right.”
Impact. Student outcomes are our ultimate goal and measure of success. A sense of urgency drives us to deliver the highest-quality work in service of ensuring equitable outcomes.
We are located in Seattle, Washington and will occasionally require commuting to CEL’s office space located at Brooklyn Trail Building, 3903 Brooklyn Ave NE, Seattle, WA 98105.
CEL is a self-sustaining organization through program service fees and grant funding.
The Center for Educational Leadership has an outstanding opportunity for a 100% Full-Time Administrative Assistant 3
Reporting to the Operations Manager, the Administrative Assistant 3 plays a central role in providing vital financial and administrative support to the CEL staff. This position supports CEL’s financial functions and fiscal team by providing initial data entry and review of financial transactions, to include processing travel expense reports, reviewing invoices from contractors for accuracy, processing product orders, and reconciling airfare expenses. This position also provides primary administrative support for the office, including copying, collating materials, creating online courses and organizing digital delivery of training materials, creating online surveys and reports, ordering office supplies, and ensuring the office equipment and conference rooms are well maintained. This position also schedules phone and Zoom meetings with people inside and outside of the organization. This position is a first point of contact for customer calls into the main line and responding to customer inquiries in the CEL general email box. This position will help with preparing, creating, and editing Office and Google documents, spreadsheets, and presentations.
DUTIES AND RESPONSIBILITIES
Support CEL’s financial functions
Under the direction and review of the Associate Director of Finance and Operations:
ATTRIBUTES OF A SUCCESSFUL CANDIDATE
MINIMUM REQUIREMENTS
ADDITIONAL REQUIREMENTS
DESIRED QUALIFICATIONS
Committed to attracting and retaining a diverse staff, the University of Washington will honor your experiences, perspectives and unique identity. Together, our community strives to create and maintain working and learning environments that are inclusive, equitable and welcoming.
The University of Washington is an affirmative action and equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, gender expression, national origin, age, protected veteran or disabled status, or genetic information.
To request disability accommodation in the application process, contact the Disability Services Office at 206-543-6450 or dso@uw.edu.
Applicants considered for this position will be required to disclose if they are the subject of any substantiated findings or current investigations related to sexual misconduct at their current employment and past employment. Disclosure is required under Washington state law.
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