ADMINISTRATIVE COORDINATOR
Location: Seattle, Washington
Description: University of Washington is looking of ADMINISTRATIVE COORDINATOR right now, this vacancy will be assigned in Washington. More complete informations about this vacancy opportunity please give attention to these descriptions. The University of Washington (UW) is proud to be one of the nation’s premier educational and research institutions. Our people are the most important asset in our pu! rsuit of achieving excellence in education, research, and community service. Our staff not only enjoys outstanding benefits and professional growth opportunities, but also an environment noted for diversity, community involvement, intellectual excitement, artistic pursuits, and natural beauty.
The Attorney General’s Office University of Washington Division is seeking an Administrative Coordinator to provide professional assistance to the Administrator, Division Chief and Legal Staff. As the Administrative Coordinator of the AGO UW Division you will oversee a variety of tasks that ensure the office runs in an organized, efficient, and professional fashion.
Responsibilities:
Support to Division Chief
Maintain the Division Chief’s schedule. This will include scheduling meetings with office attorneys, AGO staff from other locations, and various clients.
Meet with Division Chief and Administrator to assess and assist with curren! t Division priorities.
Prepare Weekly Division Note i! ncluding court-related dates, staff schedules, and meetings.
Coordinate acceptance of service of process of Summons and Complaint with agency-mandated procedure and follow-up.
Communicate between the UW and Olympia-based AGO staff and coordinate various AGO system-wide multi-office functions. Interface with downtown Seattle AGO staff.
Support to Administrator
Direct and/or support activities in relation to unit’s established goals and objectives including researching, collecting and preparing information and reports
Attend meetings, trainings and conferences as Division representative.
Coordinate special projects including those related to budget, payroll, and facilities.
Assist Administrator in development of organizational budgets and contracts and monitoring compliance with institutional policy and applicable laws and regulations.
Audit expenditures and monitor budgets to ensure alignment with budg! eting requirements and approved expenditures.
Produce monthly UW and AGO budget reports with comments, utilizing Excel and agency programs.
Process petty cash reimbursements
Process travel reimbursements
Coordinating office moves.
Coordinate all facilities requests and UW Tower business and communications.
Field cold calls and incoming web portal requests. Assist in determining appropriate attorney or UW department, following up as needed.
Prepare various agendas for practice groups, attorneys, staff and all-office meetings.
Attend Safety Committee meetings, prepare minutes and agendas, and serve as a safety officer in case of an emergency or evacuation.
Attend UW Tower safety trainings as they are provided.
Oversee organization of the file room and kitchen area.
Other duties as assigned.
Reception and Scheduling
Maintain the calendar for the AGO conference r! oom, prepare a weekly calendar summary for distribution to all staff, a! ssist legal assistants and paralegals with scheduling projects as requested, and confirm various meetings, venues, services, deliveries, and other time-sensitive arrangements.
Contact other University services as needed, such as catering, parking, and space reservations including tower conference areas, etc.
Serve as primary receptionist for department, taking deliveries, greeting visitors and answering multi-line telephone system.
As receptionist and safety committee member, closely monitor and supervise access to the suite. Train student assistants in security screening for all visitors.
Answer and transfer incoming calls, refer a wide range of callers to proper legal assistants, paralegals, attorneys or departments/agencies on or off campus
Process incoming and outgoing mail for the office, routing to appropriate readers, attorneys, and support staff; recognize and prioritize items requiring immediate attention.
Assis! t attorneys, administrator, paralegals, legal assistants and other staff on projects such as filing, database entries, photocopying, scanning, critical transfers of documents, creation of discovery notebooks, and redacting documents.
Office Operations
Update and maintain online office manual, reception desk instruction binder, office business rules, and confidential policies and procedures.
Update phone number lists and employee emergency contact information.
Review all policies for dual compliance with Washington State Attorney General’s Office and University of Washington.
Regularly inventory and order office supplies.
Make travel arrangements; process reimbursement paperwork submitted to petty cash office and travel office.
Monitor and oversee supply of parking vouchers; coordinate on-site parking with UW’s transportation office.
Data entry in various office systems databases as directed.
Oversee labor and recordkeeping related to sending files to the State Records Center.
Review website for accuracy and update with personnel, policy and seasonal changes.
Library Management
Monitor library holdings, including ongoing inventory of holdings.
Enter data into Microsoft Access database.
Train users on searching and data entry techniques.
Update volumes with new pocket parts as provided by publishers.
Process loose-leaf updating materials and replacement volumes to various law text series.
Human Resources â€" Generally
Coordinate and participate in training for staff on UW and AGO procedures.
Coordinate recruitment, selection, appointment and promotion processes.
Enter new employee information into the payroll system.
Make appropriate entries in AGO HR database for each new and departing employee.
Provide vacation and other absentee inform! ation as needed.
Maintain confidential HR files.
Present all training requests to Administrator and/or Division Chief; coordinate approved trainings.
Human Resources â€" Student Assistants
Take full responsibility for interviewing and hiring student assistant candidates.
Create student work schedules to provide needed coverage; review and approve work-study time sheets.
Organize quarterly student evaluations, providing constructive feedback.
Train new student assistants on reception desk procedures; keep staff informed of schedule changes and potential coverage problems.
Human Resources â€" UW Staff
Maintain payroll documents including OPUS data entry, ETR time reporting on line and leave reporting.
Assist Administrator and others in onboarding process.
Support efforts of Administrator in periodic evaluations and reports, including designing, drafting and collecting survey dat! a.
Human Resources â€" Law Clerks
Oversee entire effo! rt of onboarding, scheduling and off-boarding law clerks throughout the year.
Act as liaison with AGO in coordinating training.
Human Resources â€" Attorneys employed by the AGO
Support efforts of Division Chief in periodic attorney evaluations and reports, including designing, drafting and collecting survey data.
Manage all attorney leave slips and absences, working with AGO.
As a UW employee, you will enjoy generous benefits and work/life programs.
For detailed information on Benefits for this position, click here.
Requirements:
High School graduation or equivalent AND two years of increasingly responsible clerical experience
Additional Requirements:
Exceptional customer service experience
Desired:
Experience in a law firm setting
Intermediate experience with Microsoft Outlook calendaring and email and with Word and Excel
Front desk experienc! e with 20+ line telephone
Attention to detail
Four-year college degree
Knowledge of University of Washington and/or Washington State Attorney General’s Office systems and procedures preferred
Condition of Employment:
Appointment to this position is contingent upon obtaining satisfactory results from a criminal background check.
Application Process:
Part of the application process for this position includes the Employment Eligibility Assessment to obtain additional information that will be used in the evaluation process. If you haven’t already taken this assessment, it will appear on your screen for you to complete as soon as you select "Apply to this Position" on this job announcement. Once you begin the assessment, it must be completed at that time. If you select to take it later, it will appear on your "My Jobs" page to take when you are ready. Please note that your application will not be reviewed, an! d you will not be considered for this position until the assessment is ! complete.
The University of Washington is a leader in environmental stewardship & sustainability , and committed to becoming climate neutral.
The University of Washington is an equal opportunity, affirmative action employer.
To request disability accommodation in the application process, contact the Disability Services Office at 206-543-6450 / 206-543-6452 (tty) or dso@uw.edu .
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If you were eligible to this vacancy, please deliver us your resume, with salary requirements and a resume to University of Washington.
Interested on this vacancy, just click on the Apply button, you will be redirected to the official website
This vacancy will be opened on: Sat, 29 Jun 2013 02:07:58 GMT
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