Administrative Coordinator Jobs in Bothell, WA (NOW HIRING)

The Chemical Engineeringdepartment has an outstanding opportunity forAdministrative Coordinatorto join their team.

About this Opportunity

The Administrative Coordinator serves asa central pointof support for both departmental business operations and academic services, ensuring the smooth day-to-day functioning of the Chemical Engineering department. This role has a significant impact on faculty, students, staff, and visitors by providing high-quality administrative, operational, and event coordination support, and helpingfacilitatean effective academic and workplace environment. Through strong organization, customer service, and attention to detail, the position contributes to the department's operational efficiency and overall success.

This full-time position is based in Benson Hall on the University of Washington Seattle campusand is not telework eligibledue to its reception, facilities, and event support responsibilities.

Key Responsibilities

Administrative SupportofBusiness Operations (50% FTE)

• Serve as the receptionist and first point of contact for the department, regularly interact with faculty, students, staff, and visitors.

• Manage mail room and shipping/receiving ofpackages. Manage packing slips,assistwith receiving orders, processing receipts for orders, and uploading packing slipsinWorkday.

• Manage inventory of office, kitchen, and first aid supplies and keep these spaces organized and tidy.Purchase supplies as needed viaProcard.

• In collaboration with the Computing and Technology Manager,operateand maintain departmental office equipment and paper supply throughout the building. Manage technology checkouts. Manage department conference room calendars, schedule meeting rooms as requested in Benson Hall or at alternative locations on campus.

• Support the Facilities Manager with infrastructure projects and administrative support. Maintain building keys in an Access database.

• Maintain the key checkout database, issue keys as needed. AssignCAAMShigher level access andmaintainUW Groups for this purpose.

Academic Services Administrative Support (50%)

• Support the Academic Services Manager with administrative coordination, academic events, and day-to-day academic operations. Tasks will help with various administrative and logistical tasks to support faculty/students and academic operations including managing communicationstostudents, coordinating quarterlylogistics, andassistingwith data and reports.

• Serving as the Time Schedule Coordinator to requestappropriate classroomsandmaintaincourse details up to date under the supervision of the Academic Services Manager.

• Coordinatestudent appointment letters, including collecting appointment data,preparingand distributing letters to students,and tracking responses.

• Assistin the planning and execution of departmental academic events including coordination,purchasingsupplies, and catering:

• Provideadministrative support for the graduate seminar series(approximately 3-5timeper quarter), including coordinating speakerlogistics, travel arrangements, reimbursements, contracts, catering, scheduling, and event communications.

• Using strong organizational skills and technical savvy, prepare and proofread documents, reports, correspondence, and academic materials related to academic programs, curriculum, recruiting, outreach, and advising.

• Assistinmaintainingacademic records and filing systems.

Required Qualifications

To be considered for thisopportunity,your application mustdemonstrateyou meet both the minimum qualifications andadditionalqualifications listed below. Equivalent education and/or experience may substitute for minimum qualifications except when there are legal requirements, such as a license, certification, and/or registration.

Minimum Qualifications

• High School Diploma/ GED

• Three years of office or administrative support experience.

• Applicants who do not meet these qualifications WILL NOT beforwardedto the Hiring Department.

Additional Qualifications

• Strong attention to detail and ability to learn systems quickly. Demonstrated ability to work independently, take initiative, multi-task, and adapt to changing priorities.

• Strong organizational skills and ability to exercise independent judgment.

• Excellent interpersonal, customer service, and communications skills, both written and verbal. Experience working with diverse teams of individuals.

• Ability to handle confidential and sensitive information with discretion; understanding of FERPA requirements.

• Ability to learn and navigate University ofWashingtonpolicies, procedures, and systems.

• Proficiencywith Microsoft Office Suite and Google Suite. Ability to gainproficiencyin other software and web-based tools, as needed.