{"id":1158846,"url":"https://alion.io/job/university-of-washington-department-of-athletics-administrative-assistant-3-temporary","title":"Administrative Assistant 3 (Temporary)","company":{"id":708899,"name":"University of Washington Department of Athletics","domain":"gohuskies.com","url":"https://alion.io/company/university-of-washington-athletics","size_band":"1001-5000","is_staffing_agency":false,"is_intermediary":false,"ats_vendor":"Workday","truth_index":{"grade":"B","score":80,"open_postings":15,"ghost_share":0,"stale_share":1,"repost_share":0,"time_to_fill_p50_days":18,"computed_at":"2026-09-24T05:45:00Z"}},"role":"Administrative","role_family":"Administrative","seniority":"middle","employment_type":"contractor","work_mode":"on_site","remote_scope":null,"hiring_geo_confidence":"structured","locations":["Seattle, United States"],"countries":["US"],"hiring_countries":[],"hiring_countries_total":0,"salary":{"min":48396,"max":null,"currency":"USD","period":"year","gross":null,"usd_annual":48396},"salary_estimate":null,"experience_years_min":3,"visa_sponsorship":false,"relocation_package":false,"has_equity":false,"technologies":[{"name":"Microsoft Office","optional":false},{"name":"Power BI","optional":false},{"name":"WordPress","optional":false},{"name":"PHP","optional":true}],"status":"live","first_seen_at":"2026-09-23T22:46:25Z","employer_posted_date":"2026-09-23","last_verified_at":"2026-09-24T07:49:36Z","board_verified":true,"closed_at":null,"days_open":0,"trust":{"level":"ok","repost_count":null,"flags":[],"days_open":0},"description":"Job Description\nProgram on the Environment (PoE) has an outstanding opportunity for an Administrative Assistant 3 to join their team.\nAbout this Opportunity\nReporting to the PoE Program Director, the Administrative Assistant 3 is responsible for developing strong working relationships with PoE team members (including faculty and academic advisor), the College of the Environment's dean's office, and will work closely with and be supervised by the PoE Program Director.\nKey Responsibilities\nHuman Resources, Payroll, & Fiscal Support (35%)\nServe as point of contact for College of the Environment Dean’s Human Resources team to support execution of human resources functions including but not limited to position creation, recruitment, hiring, or other employment actions. Work with PoE Director and faculty to initiate searches, including coordinating search committees for faculty, staff, and graduate student TA recruitment.\n\nAssist PoE Director with posting job advertisements via external platforms. Collaborate with other units within the college to assign and finalize academic appointments.\n\nVerify candidate eligibility, issue offer/appointment letters, and collect required hiring documentation.\n\n·Manage PoE payroll lifecycle processes in Workday, including serving as time/absence coordinator, onboarding/offboarding employees, compensation request, and updating cost allocations.\n\nMonitor annual merit adjustments and coordinate cost-sharing agreements with other UW units\n\nServe as I-9 coordinator for all PoE staff.\n\nWork closely with Program Director and Dean’s office central finance team to monitor PoE funding resources and expenses, assist with the resolution of accounting and reporting errors, and assist with annual budget projections.\n\n·Serve as point of contact between central finance and PoE staff and faculty to ensure all expenses are charged to appropriate resources.\n\nMaintain required personnel and fiscal records for PoE; follow approved retention/shredding schedules.\n\nScheduling Coordination (30%)\nConstruct ENVIR course schedule in the UW Time Schedule (TS) system; ensure accuracy of teaching assignments, course enrollments, room requests/bookings, course section comments, course fees and offering jointly listed and withered courses\n\nComply with TS rooming policies and production calendar deadlines; maximize usage of Wallace Hall teaching classroom and minimize overall time conflicts between complementary ENVIR courses.\n\nWork closely with Associate/Program Director and faculty during draft/update periods to track changes and confirm accuracy of quarterly schedule; submit approved changes according to TS production calendar deadlines.\n\nServe as primary liaison between PoE and TS Office to resolve scheduling/time conflicts and secure appropriate classrooms.\n\nMaintain communication with other academic units on jointly listed and withered courses.\n\nWork with faculty to submit/issue quarterly course evaluations on time; collect course syllabi each quarter and maintain record archive.\n\nManage shared calendars for scheduling requests in Wallace Hall commons area, conference room, and teaching classroom; manage PoE shared calendars for program-dedicated spaces.\n\nSupport Program Director and Associate Director in scheduling weekly program and staff meetings.\n\nEvent, Meeting Support, Operational Support (15%)\nSupport PoE Team meetings, including coordinating meeting spaces, providing technical support, producing and sharing agendas and minutes, and maintaining meeting records Support special program events, including PoE graduation, biannual Capstone Symposia (fall and spring), PoE retreats, quarterly welcome events, and other select occasions. Book spaces, order catering, obtain necessary permits, and coordinate on-site setup, logistics and duration.\n\nPrint student posters for Capstone Symposia.\n\nSupport faculty teaching ENVIR seminars, including logistical coordination, promotional materials, setup and technology support, occasionally outside standard business hours.\n\n·Generate reports using Power BI and perform data analysis using Excel depending on program needs.\n\nMaintain community book library and coffee/tea station in Wallace Hall commons area.\n\nOrder supplies and equipment for shared spaces; coordinate with facilities and vendors on maintenance, repairs, and space improvements as needed.\n\nCoordinate reservations of van and ferry services and support travel arrangements when needed for field trips, program operations, faculty/guest/staff travel, and other logistics.\n\nManage key and Husky card access for PoE team and community; support office assignment and equipment needs.\n\nCommunications and Website Support (15%)\nServe as point person for program website updates using WordPress; ensure all content and resources are accessible and accurate.\n\nUpdate PoE website and LinkedIn on an ongoing basis.\n\nKeep current program photo/video library for promotional purposes.\n\nPartner with Program Director to uplift program achievements and advance fundraising efforts.\n\nPartner with PoE Capstone faculty to upload content to Capstone Projects database and organize individual capstone project records on the PoE website.\n\nEnsure physical display areas in Wallace Hall are engaging and current; includes posting relevant content shared from external partners and updating/printing display materials for Wallace Hall space.\n\nOther (5%)\nUndertake special projects or additional tasks as assigned and depending on program needs\n\nAttend meetings and engage with professional development activities to support learning and campus connections.\n\nServe on PoE committees.\n\nRequired Qualifications\nTo be considered for this opportunity your application must demonstrate you meet both the minimum qualifications and additional qualifications 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\nMinimum Requirements\nApplicants who do not meet these qualifications WILL NOT be forwarded to the Hiring Department.\nRequires high school/GED AND three years office or administrative support experience .\n\nEquivalent education/experience will substitute for all minimum qualification except when there are legal requirements, such as license, certification, or registration.\n\nAdditional Qualifications\nAble to work Monday through Friday, 8:30 am to 5:00 pm, with work required after hours for Capstone Symposia and occasional seminars/events.\n\nExperience with verifying and processing financial records and payroll details; experience reviewing and analyzing budget and financial resource data.\n\nExperience verifying employment eligibility, onboarding employees, managing employment cycles, and maintaining compliance with human resource policies.\n\nStrong interpersonal and communication skills, both written and verbal.\n\nAbility to work independently, problem-solve, take initiative, set priorities, manage multiple projects efficiently, service mindset and team player acumen.\n\nDemonstrated understanding and practice of confidentiality, tact, and discretion.\n\nProficiency in Microsoft Office Suite and Teams for managing correspondence, forms, reports, schedules, and internal program communications.\n\nPreferred Qualifications\nWorking knowledge of UW policies, procedures, and systems including Workday.\n\nExperience working in higher education, preferably in support of an undergraduate program.\n\nCompensation, Benefits and Position Details\nPay Range Minimum:\n$48,396.00 annualPay Range Maximum:\n$64,740.00 annualOther Compensation:\n-Benefits:\nFor information about benefits for this position, visit https://www.washington.edu/jobs/benefits-for-temporary-per-diem-and-less-than-half-time/Shift:\nFirst Shift (United States of America)Temporary or Regular?\nThis is a temporary positionFTE (Full-Time Equivalent):\n100.00%Union/Bargaining Unit:\nSEIU Local 925 NonsupervisoryAbout the UW\nWorking at the University of Washington provides a unique opportunity to change lives - on our campuses, in our state and around the world.\nUW employees bring their boundless energy, creative problem-solving skills and dedication to building stronger minds and a healthier world. In return, they enjoy outstanding benefits, opportunities for professional growth and the chance to work in an environment known for its diversity, intellectual excitement, artistic pursuits and natural beauty.\nOur Commitment\nThe University of Washington is committed to fostering an inclusive, respectful and welcoming community for all. As an equal opportunity employer, the University considers applicants for employment without regard to race, color, creed, religion, national origin, citizenship, sex, pregnancy, age, marital status, sexual orientation, gender identity or expression, genetic information, disability, or veteran status consistent with UW Executive Order No. 81.\nTo request disability accommodation in the application process, contact the Disability Services Office at 206-543-6450 or .\nApplicants considered for this position will be required to disclose if they are the subject of any substantiated findings or current investigations related to sexual misconduct at their current employment and past employment. Disclosure is required under Washington state law.","description_format":"text","description_chars":9360,"description_truncated":false,"requirements":{"experience_years_min":3,"management_years_min":null,"team_size_min":null,"manages_managers":false,"education":{"level":"high_school","optional":false},"security_clearance":false,"languages":[]},"benefits":["Professional development"],"hiring_locations":[],"hiring_excludes":[],"relocation_offered":false,"industries":["Education","Higher Education"],"lifecycle":[{"event":"open","at":"2026-09-23T22:46:25Z"}],"liveness":{"score":63,"band":"ok","label":"Likely open","p_open":1,"p_active":0.632,"p_room":1,"age_days":0,"expected_fill_days":18,"reasons":["conf:0","stale_co","velocity","win:early","comp:brand"],"computed_at":"2026-09-24T05:45:00Z"},"pay":{"stated_usd_annual":48396,"is_top_pay":false},"html_url":"https://alion.io/job/university-of-washington-department-of-athletics-administrative-assistant-3-temporary","json_url":"https://alion.io/job/university-of-washington-department-of-athletics-administrative-assistant-3-temporary.json","meta":{"generated_at":"2026-09-24T08:29:03Z","cache_seconds":300,"methodology":"https://alion.io/methodology","terms":"https://alion.io/terms","contact":"https://alion.io/contact","api":"https://alion.io/developers"}}