Benefits:
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.
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 building 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 Resources and Facilities team at the Applied Physics Laboratory at the University of Washington is hiring – see yourself at APL!
The Applied Physics Laboratory is a research unit at the University of Washington. Our research expertise is in ocean physics and engineering, ocean and medical acoustics, polar science, environmental remote sensing, and signal processing. We conduct research and development that is sponsored by a variety of federal and state agencies and take great pride in our long-standing status as a US Navy-designated University Affiliated Research Center (UARC). Our work takes place not only on the University of Washington campus and medical centers, but in field locations around the world – at sea, in the air, and on polar ice caps. We apply rigorous scientific inquiry and engineering excellence in pursuit of solutions to important problems for the good of our region, nation, and world.
Diversity is a core value at the University of Washington and the Applied Physics Laboratory shares this commitment. We are focused on building and sustaining an inclusive and equitable research environment for all students, staff, and collaborators. We believe every member of our team enriches our community by exposing us to a broad range of ways to understand and engage with the world, identify challenges, and discover, design, and deliver solutions.
We are seeking a full-time Administrative Assistant 2 to join the Resources and Facilities team at the Applied Physics Laboratory.
This position will perform a variety of clerical tasks such as ordering supplies and equipment, processing documents, maintaining record-keeping/filing systems and compiling data, and delivering mail, packages, and supplies to satellite locations. Additionally, they will semi-regularly operate various APL-UW vehicles.
Major Duties and Responsibilities:
Health and Safety:
Orders safety supplies while adhering to budget guidelines set by Supervisor.
Maintains the general inventory of health and safety equipment and supplies, monitors and maintains health and safety supplies at APL-UW facilities including off-campus locations campus as well as responding to individual staff requests and needs.
Responds to staff inquiries regarding health and safety equipment and supplies and fill requests within the scope of authority policies and procedures.
Primary contact for first aid supply vendor including monitoring first aid kit supplies in all facilities including laboratories, schedules replenishment through the contracted vendor, and escorts vendor through facilities for first aid kit installation or replenishment.
Assists in the updating of health and safety documentation including distribution of laboratory manuals, MSDS binders, and health and safety mailing lists.
Updates and maintains safety/HR bulletin board with input from Supervisor and APL-UW Human Resources.
Acts as primary or alternate evacuation warden.
Participates in health and safety training as required.
Mail Services and Deliveries:
Makes daily deliveries/pick-ups to/from APL-UW facilities including off-campus facilities.
Acts as liaison between APL-UW and Campus Mailing Services (Creative Communications) concerning tracking USPS mailings and shipments, special deliveries and pickups, and verifying mail charges.
Delivers specialized items/mailings to various campus locations.
Receives, sorts, and distributes mail for APL-UW staff and affiliates throughout all APL-UW locations.
Assigns and updates staff mailboxes, mail distribution list and manage mail forwarding.
Operates APL-UW vehicle daily several times throughout the day to APL-UW facilities on and off the Seattle campus.
Supplies:
Tracks and maintains up-to-date inventories of office supplies.
Maintains the organization and cleanliness of office supply stations across all APL-UW facilities.
Orders office supplies while adhering to budget guidelines set by Supervisor, including responding to individual staff supply needs.
Receives office supply inventory, monitors and maintains stock at APL-UW facilities including off-campus locations campus as well as responding to individual staff office supply needs.
Responds to staff inquiries regarding office supplies and fill requests within the scope of authority policies and procedures.
Monitors, orders, and stocks paper at networked copiers/printers in APL-UW’s main and satellite locations.
Under direct supervision, creates tracking spreadsheets, mailing lists, and assigned documents.
Using the APL-UW calendar system, schedules occasional appointments and meetings.
Orders stock and replace toner for specific network copiers across APL-UW locations.
Maintains supplies in all APL-UW conference rooms including fresh markers, clean erasers, and cleaning solution; orders and replaces as needed.
Telecommunications:
Orders landline service including installation, line moves, and repairs/reset from UW IT for lab-wide office and laboratory telephones.
Monitors and maintains internal phone lists.
Responds to requests for pooled loaner cellular and data devices, maintains accurate tracking of loaner devices, and make recommendations for adding or removing devices from the pool.
Orders cellular and data devices and plans from vendors that meet the needs of the client/research project including adding and removing international service plans.
Other:
Re-programs door locks across all facilities.
Monthly oil storage inspection at APL dock facility.
Reception responsibilities include but are not limited to answering multi-line phone systems and directing calls as necessary.
Keeps Henderson Hall elevator notice boards neat and up-to-date.
Orders, distributes and tracks the use of parking permits for visitors.
Event support.
Performs related duties as required.
REQUIREMENTS:
Requires High School/ GED AND two years of office or administrative support experience OR an equivalent combination of education and/or experience.
Additional Requirements:
U.S. Citizenship.
Possess and maintain a valid driver’s license.
Ability to drive vehicles up to the size of a minivan in city traffic
The incumbent selected must be comfortable and willing to shift priorities while performing their regular job duties. Regular operations will be performed in a standard office setting and as needed, there will be frequent standing, walking, and movement between properties to accomplish job functions.
Ability to stand on feet for extended periods, stoop, bend, lift, and carry items up to 25 pounds.
Desired:
Proficiency with Word and Excel.
Ability to work and thrive in a fast-paced, diverse office environment.
Customer service experience and orientation.
High level of organizational skills, with a strong ability to work independently, multi-task, and prioritize.
Ability to balance the demands of pressing, immediate tasks with the follow-through necessary for long-term projects.
Excellent writing, editing, and proofreading skills.
Positive team player and communicator who can remain flexible in changing situations and take initiative as needed.
Excellent communication skills.
Ability to interact with students, faculty, and staff at all levels in a collegial and professional manner.
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 Resources and Facilities team at the Applied Physics Laboratory at the University of Washington is hiring – see yourself at APL!
The Applied Physics Laboratory is a research unit at the University of Washington. Our research expertise is in ocean physics and engineering, ocean and medical acoustics, polar science, environmental remote sensing, and signal processing. We conduct research and development that is sponsored by a variety of federal and state agencies and take great pride in our long-standing status as a US Navy-designated University Affiliated Research Center (UARC). Our work takes place not only on the University of Washington campus and medical centers, but in field locations around the world – at sea, in the air, and on polar ice caps. We apply rigorous scientific inquiry and engineering excellence in pursuit of solutions to important problems for the good of our region, nation, and world.
Diversity is a core value at the University of Washington and the Applied Physics Laboratory shares this commitment. We are focused on building and sustaining an inclusive and equitable research environment for all students, staff, and collaborators. We believe every member of our team enriches our community by exposing us to a broad range of ways to understand and engage with the world, identify challenges, and discover, design, and deliver solutions.
We are seeking a full-time Administrative Assistant 2 to join the Resources and Facilities team at the Applied Physics Laboratory.
This position will perform a variety of clerical tasks such as ordering supplies and equipment, processing documents, maintaining record-keeping/filing systems and compiling data, and delivering mail, packages, and supplies to satellite locations. Additionally, they will semi-regularly operate various APL-UW vehicles.
Major Duties and Responsibilities:
Health and Safety:
Mail Services and Deliveries:
Supplies:
Telecommunications:
Other:
REQUIREMENTS:
Requires High School/ GED AND two years of office or administrative support experience OR an equivalent combination of education and/or experience.
Additional Requirements:
Desired:
Committed to attracting and retaining a diverse staff, the University of Washington will honor your experiences, perspectives and unique identity. Together, our community strives to create and maintain working and learning environments that are inclusive, equitable and welcoming.
The University of Washington is an affirmative action and equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, gender expression, national origin, age, protected veteran or disabled status, or genetic information.
To request disability accommodation in the application process, contact the Disability Services Office at 206-543-6450 or dso@uw.edu.
Applicants 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.
COVID-19 VACCINATION REQUIREMENT
Employees of the University of Washington are required to be fully vaccinated against COVID-19 unless a medical or religious exemption is approved. Being fully vaccinated means that an individual is at least two weeks past their final dose of an authorized COVID-19 vaccine regimen. As a condition of employment, newly hired employees will be required to provide proof of their COVID-19 vaccination. View the Final candidate guide to COVID-19 vaccination requirement webpage for information about the medical or religious exemption process for final candidates.
