This Administrative Assistant 3 position provides administrative support to the Library Director and staff of the University of Washington Tacoma Library to include the development and coordination of general administrative services, departmental purchases, budget review and reporting, facilities maintenance, and strategic planning.
• Provide reception services and confidential, executive level administrative support.
• Schedule regular unit meetings, reserve rooms, and provide scheduling support for staff as needed.
• Record and share minutes for selected meetings.
• Maintain and update selected internal and external library web pages including staff directory.
• Proofread external communications and assist in the coordination and management of library blog, news, public signage, and social media posts.
• Establish and maintain effective unit-level records retention for both physical and electronic documents in compliance with university and state guidelines.
• Sort and distribute incoming mail.
• Respond to surveys, help coordinate statistics collection, and other requests for information.
Human resources support
• Serve as the primary liaison with UW Libraries Human Resources and acts as the point person for general HR questions.
• Manage Workday updates for the unit following UW Libraries HR procedures.
• Perform general onboarding for new employees to include initial hiring paperwork and orientation to the facilities.
• Serve as a back-up approver for student employee time cards as needed.
Purchasing and budget support
• Maintain general office, first aid, and disaster supply inventories and complete departmental purchases for equipment and supplies in coordination with relevant staff.
• Reconcile departmental procard and budgets, and maintain appropriate documentation for all unit purchases.
• Collaborate with the Interim Associate Director, Collections & Budget Librarian to create and maintain regular budget reports for the unit.
• Work with the Director and the Interim Associate Director, Collections & Budget Librarian on budget projections, planning, and campus budget requests.
• Assist in devising unit procedures to ensure adherence to institutional policies regarding budgeting and purchasing.
• Oversees travel processes, tracking, and reporting for staff travel in accordance with University Libraries and UW travel policies.
Facilities operation and support
• Serves as the Library building coordinator and works closely with Learning Commons partner staff to coordinate facility support for the TLB and Snoqualmie buildings. This includes making service calls and/or submitting work orders for equipment repairs and general building maintenance.
• Acts as the point person for 25Live room reservations within the Library and communicates with relevant campus departments and Learnings Commons partner units about room set up, usage, and policies.
• May serve as the library representative on the Campus Safety Committee.
• Acts as the main departmental liaison with Tacoma campus Facilities Services, Copy and Mail Center, and Campus Safety.
• Occasionally provides back-up for opening the facilities when needed.
• Plays an active role in participating in Libraries and unit activities and meetings.
• Communicates effectively with coworkers and supervisors.
• Is familiar with and understands the Libraries Personal Communication Responsibility Guidelines
Perform other duties as assigned.
Additional Info & Requirements
• Requires High School/GED AND four years of office or administrative support experience OR equivalent education/experience.
• Demonstrated commitment to diversity, equity, and inclusion, and an understanding of the contributions a diverse workforce brings to the workplace.
• Experience working in a higher education setting.
• Experience with Microsoft Office products such as Excel and Word, or comparable equivalents (Google Docs, etc.)
• Demonstrated interest in the role of academic libraries in higher education.
• Working knowledge of university systems such as MyFinancial Desktop, BGT, ARIBA, or WorkDay.
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. All of which has allowed the UW to be nationally recognized as a “Great College to Work For” for six consecutive years.
The University of Washington Tacoma is a growing metropolitan university that is deeply invested in its local communities. As one of three campuses of a world-class university, UW Tacoma is dedicated to interdisciplinary and innovative teaching and scholarship and to engaging the community in mutually beneficial partnerships. UW Tacoma's commitment to diversity is central to an environment where students, staff, faculty, and South Sound residents find abundant opportunities for intellectual, personal, and professional growth.
The UW Libraries is one of the largest and most innovative libraries in North America with extensive collections in print, electronic, and other formats. Providing services to three campuses, the UW Libraries also plays a significant leadership role regionally and throughout the profession. The UW Libraries is recognized for its excellent service, innovative learning and research spaces, collaborative approaches, extensive assessment efforts and diverse award-winning staff.