Administrative Assistant Social Sciences

Job Description

The College of Arts and Sciences is excited to offer new opportunities to contribute to our vital educational, research and outreach missions by joining one of our consolidated administrative cohorts as Administrative Assistant 3. The College combines finance, HR, and on‑site management functions of 3–8 academic departments to achieve service efficiencies and reduce operational costs. Each cohort is supported by a Finance Analyst, an HR Manager, and several Department Administrative Assistants (Administrative Assistant 3’s).

The primary responsibility of the Department Administrative Assistants is to provide front‑office support, including time schedule data entry, to cohort units.

The College is now recruiting Administrative Assistant 3’s to support the Social Sciences 2 Cohort. The departments included in the cohort are:

• Geography
• History
• Law, Societies & Justice
• Political Science

• Analyze quarterly reports detailing student credit hours, section fill rates, major and minor data. Develop reports for Chairs to aid in future quarters’ offerings
• Manage quarterly distribution of curriculum questionnaire to faculty. Ensure timely completion and liaise with Chairs to ensure appropriate general education and major specific courses are offered
• Create and review time schedule and ensure course offerings follow the Office of the Registrar’s Learning Spaces policies (aka the Heat Map)
• Coordinate with partner departments to schedule joint and withered courses while following Learning Spaces Policies
• Enter courses into the quarterly time scheduling tool per UW deadlines
• Monitor Time Schedule platform during enrollment period, analyze section fill rates to ensure compliance with the College’s policy on section fill rates. Advise Chair on adding, moving or eliminating sections. Enter section updates as necessary
• Delegate authority to choose appropriate classroom if faculty’s first choice isn’t available
• Suggest and implement alternate scheduling for classes as needed

• Coordinate submissions, edit, compile/design, finalize, distribute department newsletter
• Coordinate with chair to upload and send annual communications (holiday letters, etc.)
• Manage department email account, forwarding messages to appropriate recipients on a daily basis
• Coordinate social media posts
• Upload website content as needed

• Manage department’s room reservation requests
• Schedule department-managed spaces
• Assist with event set‑up occurring within regular work hours (M‑F, 8 a.m. to 5 p.m.)

• Process applications for prospective graduate students
• Assist admitted graduate students as they move through their degree program’s milestones
• Use the Graduate School’s MyGrad tool to track and record students’ progress through their degrees

• Distribute keys
• Greet guests
• Provide classroom support as needed
• Manage travel procurement for department visitors, including letters of invitation, making travel arrangements, ordering travel services (ground transportation), processing reimbursements
• Troubleshoot faculty and student reimbursement and other submissions to the Administrative Support Team

• Collect & distribute mail
• Maintain department’s shared drive
• Procure office supplies
• Manage surplus
• Monitor electronic check‑out processes for departmental equipment including laptops, projectors, and other equipment/materials
• Serve as department point of contact for building coordinators and safety personnel
• Open and close department offices

• High School/GED AND three years of office or administrative support experience.

• Ability to prioritize tasks in a dynamic work environment

Pay Range Minimum: $47,448.00 annual

Pay Range Maximum: $63,468.00 annual

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

Other Compensation:
Not specified

Shift: First Shift (United States of America)

Temporary or Regular? This is a regular position

FTE (Full-Time Equivalent): 100.00%

Union/Bargaining Unit: SEIU…