Req #: 234128

Department: THE DEPT. OF AERONAUTICS & ASTRONAUTICS

Posting Date: 05/14/2024

Closing Info: Closes On 05/28/2024

Salary: $3,477 - $4,299 per month

Shift: First Shift

Notes: As a UW employee, you will enjoy generous benefits and work/life programs. For a complete description of our benefits for this position, please visit our website, click here. (https://hr.uw.edu/benefits/wp-content/uploads/sites/3/2018/02/benefits-summary-classified-staff-greater-than-half-time-20220908_a11y.pdf)

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.

The William E. Boeing Department of Aeronautics & Astronautics (A&A) within the College of Engineering has an outstanding opportunity for Office Manager.

The Department of Aeronautics and Astronautics offers the only aerospace degree program in the Pacific Northwest, a region whose aerospace industry has been a major contributor to the technological development, economic vitality and the security of the United States. Our faculty, students and alumni are at the nexus of new space, and are creating the future of automated aerospace manufacturing, novel aerospace materials, and autonomous aerospace systems.

A&A has an outstanding opportunity for an Office Manager. The position will report to the Administrator and will provide administrative support to the Assistant to the Chair, Administrator, and Chair. The office manager will be responsible for managing a wide range of administrative activities for the Department including, front desk reception, event planning, facilities, fiscal, scheduling and other Chair’s Office activities and special projects.

Job Description:

The William E. Boeing Department of Aeronautics & Astronautics (A&A) within the College of Engineering has an outstanding opportunity for Office Manager.

The Department of Aeronautics and Astronautics offers the only aerospace degree program in the Pacific Northwest, a region whose aerospace industry has been a major contributor to the technological development, economic vitality and the security of the United States. Our faculty, students and alumni are at the nexus of new space, and are creating the future of automated aerospace manufacturing, novel aerospace materials, and autonomous aerospace systems.

A&A has an outstanding opportunity for an Office Manager. The position will report to the Administrator and will provide administrative support to the Assistant to the Chair, Administrator, and Chair. The office manager will be responsible for managing a wide range of administrative activities for the Department including, front desk reception, event planning, facilities, fiscal, scheduling and other Chair’s Office activities and special projects.

DUTIES AND RESPONSIBILITIES Main Office Support Services (40%)

• Manage the reception desk that welcomes students, staff, faculty and visitors to the department.

• Maintain a welcoming, professional and safe environment in the main office as well as the two departmental kitchens and three conference rooms

• Provide information and triage as appropriate to students, staff, faculty and the public concerning the department's programs and activities (in-person, phone, email, mail)

• Manage departmental inventory of office and kitchen supplies, including receiving of orders, purchasing, and re-stocking of supply closet.

• Oversee and manage the mail and package process including receiving and pick up

• Update office signs, bulletin boards, directories, and email distribution lists

• Under the direction of the Academic Services Director and Administrator serve as lead on the CAAMs and keys access processes

• Serve as one of the building coordinators which includes submitting service requests as needed

• Establish and maintain complex electronic filing systems, records, and database files with multiple variables, including systems for maintaining related inventory (keys, building cards, key deposits, office supplies, equipment check out, first aid kits, emergency contact information, etc.).

• Serve as the contact for vendors, including photocopier, shredding, and as needed

• Manage the maintenance needs for the photocopiers for the department including, general trouble-shooting of copiers, refilling of paper and toner, fulfilling project requests.

• Equipment check-out, including laptops, dongles, projectors, microphones

• Office manager will be a Procard holder and is responsible for reconciling charges.

• Manage parking requests and order parking vouchers for the department.

• Manage the purchasing and reconciliation for all recurring services including: shredding, water deliveries, FedEx, and other supplies.

• Create shipping labels for faculty when requested and reconcile charges.

• Troubleshoot and provide training on AV in department conference rooms

• Process outgoing mail including coordinating payment and pick up for packages including being the holder of the shipping procard ghost account

• Manage room reservations for reservable departmental spaces including conference rooms and alcoves

• Maintain safe

• Process lost and found Departmental Events and Meeting Planning and Support (30%)

• Under the direction of the ATC and the Academic Services Director, provide administrative support for department event planning/coordinating, including assisting the ATC with catering, hotel reservations, space reservations, honorarium processing, and on-site set-up, virtual (Zoom) logistics, and updating the department event calendar. Department events include graduation, faculty retreats, invited lecturers, mixers, town halls, visiting committee, and faculty recruitment.

• Under the direction of the ATC and Academic Services Director may be responsible for planning and coordinating all aspects of an event, including disseminating event communications to the department community and university-wide (flyers and calendar invitations), and managing RSVPs. Program Support (25%)

• With support from departmental personnel and committees, produce and update departmental courses and time schedule. Enter, verify, and update data to ensure accuracy.

• Coordinator for RSO student participation registration

• Textbook coordinator for the department.

• Manage student locker request process and conduct annual audit of locker usage.

• Produce and update departmental calendars.

• Coordinate travel arrangements for visitors.

• Reserve classrooms and meeting spaces for events and courses

• Coordinate TA office hours reservations

• Act as IAS evaluation coordinator for the department

• Create and edit print materials for accuracy, appearance, readability, and style (course fliers, departmental handbook, templated letters, reports and other materials as needed.)

• Provide routine updates and ad hoc changes to A&A website pages and intranet in collaboration with other personnel.

• Handle various data entry tasks; request and enter program-related data, pull reports for Chair, administrator, and faculty, and manage other transactional program tasks using Office 365 and multiple UW tools. Other duties as assigned (5%)

• Serve as backup to the Assistant to the Chair to support the Chair

• Maintains directory, door signs, and inbox signs in department buildings.

• Purchase name tags for faculty and staff.

• Order business cards for faculty and staff.

• Back up for purchasing as needed

• Assist with onboarding and offboarding tasks as needed MINIMUM REQUIREMENTS

• High School/ GED AND Two years of Office or Administrative Support experience OR an equivalent combination of education and/or experience. ADDITIONAL REQUIREMENTS

• Experience working with Microsoft Office 365 (Outlook, Word, Excel), Google Suite, and Adobe.

• Experience working in an office environment.

• Previous experience working as part of a team.

• Ability to communicate clearly both in writing and verbally. DESIRED QUALIFICATIONS

• Demonstrated responsibility, timeliness, initiative, and resourcefulness.

• Curiosity and imagination.

• Ability to translate responsibilities into actions and tasks.

• Previous experience with UW tools (such as SDB, IAS, TS production and maintenance, Workday).

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, sexual orientation, gender identity, sex, age, protected veteran or disabled status, or genetic information.