OPERATIONS ASSISTANT

OPERATIONS ASSISTANT

Req #: 193873 Department: UW LIBRARIES Job Location: UW Bothell Posting Date: 07/29/2021 Closing Info: Closes On 08/19/2021 Salary: $3,320 - $4,425 Union Position: Yes Shift: First Shift Notes: As a UW employee, you will enjoy generous benefits and work/life programs.
For detailed information on Benefits for this position, 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 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.

The University of Washington 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.

The UW Libraries serves the students, faculty, and staff of Cascadia College (CC) and the University of Washington Bothell (UWB). The UWB/CC Campus Library is positioned centrally on this co-located campus, which is 18 miles north of Seattle in Bothell, Washington, on the un-ceded ancestral lands of the Coast Salish people, specifically the homelands of the Willow (Sammamish) People.

The UWB/CC Campus Library engages in the full spectrum of scholarly and teaching activities across campus, and plays an essential role in the learning, teaching, research, and community partnership work of the campus through access, collections, consultations, digital scholarship support, events, instruction, reference, service, and technology.
The Library aspires to continually meet the changing needs of our user communities through agile and innovative approaches.

A core value and priority of the UWB/CC Campus Library is to create an environment that recognizes and promotes diversity, equity, and inclusion. A majority of our students are first generation college attendees or are from underrepresented groups. Library staff work collaboratively to provide culturally relevant services and resources that reflect the diversity of our campus community, and to foster an inclusive learning environment for our users. More information about the Library’s Equity, Diversity and Social Justice programming is available here: https://library.uwb.edu/equity

The UW Libraries has an outstanding opportunity for an Operations Assistant.

This position provides administrative support to the Associate Dean, Administrator, and staff of the University of Washington Bothell/Cascadia College Campus Library to include the development and coordination of general administrative services, departmental purchases, budget review and reporting, facilities maintenance, and strategic planning.

RESPONSIBILITIES

Administrative support

• Maintain, monitor, and respond to inquiries received in the departmental email account and on the departmental phone line.
• Establish and maintain effective unit-level records retention for both physical and electronic documents in compliance with university and state guidelines.
• Assist the Administrator in coordinating statistics collection and responding to other requests for information.
• Maintain and update selected internal and external library web pages, including staff directory.

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.
• In consultation with the Administrator and Associate Dean, create and maintain regular budget reports for the unit.
• Work with the Associate Dean and Administrator on budget projections, planning, and campus budget requests.
• Assist in devising unit procedures to ensure adherence to institutional policies regarding budgeting and purchasing.
• Oversee travel processes, tracking, and reporting for staff travel in accordance with UW Libraries, UW Bothell, and UW travel policies. Act as point person for travel policy and process questions.
• Maintain and balance cash boxes; coordinate cash exchanges with Cashier’s Office.

Facilities operations and support

• Answer questions from staff, faculty, students, and external stakeholders about building and space use policies, escalating questions to Administrator and/or Associate Dean as needed.
• Coordinate room use and set-up for events; organize food and related logistics as needed.
• Report and track facility maintenance issues, coordinating with campus Facilities Services.
• Act as Building Coordinator and Access Controller.
• Working with Associate Dean and Administrator, coordinate space projects, including timelines, communication, and coordination with staff, vendors, and campus partners.
• Working with the Head of Public Services, conduct security tours for new staff, update emergency/evacuation documentation for staff, and develop and conduct building safety and emergency training for staff.

Human resources support

• Perform general on-boarding for new employees to include initial hiring paperwork and orientation to the facilities.
• Support employee recruitments.

General

• Play an active role in participating in Libraries and unit activities and meetings.
• Communicate effectively with coworkers and supervisors.
• Is familiar with and understands the Libraries Personal Communication Responsibility Guidelines.
• May serve on Campus Library, UW Libraries, UW Bothell and/or Cascadia College committees.
• Perform other duties as assigned.

MINIMUM REQUIREMENTS:

• Requires high school/GED AND four years of office or administrative support experience OR equivalent education/experience.

ADDITIONAL REQUIREMENTS:

• Proficiency with Microsoft Office products such as Excel and Word.
• Demonstrated commitment to diversity, equity, and inclusion, and an understanding of the contributions a diverse workforce brings to the workplace.
• Experience in a customer service setting and strong commitment to customer service values.

DESIRED:

• Experience working in a higher education setting.
• Working knowledge of university systems, such as My Financial Desktop, Ariba, and Workday.

Application Process:
The application process for UW positions may include completion of a variety of online assessments to obtain additional information that will be used in the evaluation process. These assessments may include Workforce Authorization, Cover Letter and/or others. Any assessments that you need to complete will appear on your screen as soon as you select “Apply to this position”. Once you begin an assessment, it must be completed at that time; if you do not complete the assessment you will be prompted to do so the next time you access your “My Jobs” page. 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, and you will not be considered for this position until all required assessments have been completed.
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 .



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 a leader in environmental stewardship & sustainability , and committed to becoming climate neutral.

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 .