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. All of which has allowed the UW to be nationally recognized as a "Great College to Work For" for five consecutive years. The University of Washington (UW) seeks an experienced Administrative Assistant preferably with experience working in a public law office, to provide administrative and legal support services to the UW Division of the Washington State Attorney General's Office. Overview of the UW Division of Attorney General's Office and the UWThe Washington State Attorney General's Office (AGO) provides excellent, independent, and ethical legal services to the State of Washington and protects the rights of its people. The AGO's attorneys and staff in approximately 30 divisions and units located in 12 cities across the state provide legal services to more than 230 state agencies, boards and commissions, and colleges and universities as well as the Legislature and the Governor. The University of Washington Division (UW Division) of the AGO provides comprehensive legal services to the UW, which operates three campuses (Seattle, Tacoma, and Bothell) and a large medical enterprise. The UW enrolls more than 55,000 undergraduate, graduate, and professional students, employs over 45,000 faculty and staff, and is ranked among the best higher education research institutions in the country. The Division's office is located in the UW Tower in the University District in Seattle.The Division has 19 AGO attorneys, who provide legal advice and representation across a wide variety of specialized areas related to the UW's broad array of operations and activities, including healthcare, employment law, labor relations, student affairs, real estate, business law, intercollegiate athletics, public finance, bonds, intellectual property, tax, benefits, gifts and trusts, and constitutional law. Integral to the Division's responsibility to provide the UW legal advice and representation that meet the highest professional standards are its 12 UW employed support personnel, who are led by the Division's Administrator. The support personnel include three legal assistants/secretaries, an executive assistant to the Division Chief, three paralegals, a budget fiscal analyst, an administrative assistant, an administrative support supervisor, and a records analyst. Position Description and ResponsibilitiesThis position will serve as the Administrative Assistant to three legal teams (Employment, General Practice, and Healthcare). This position reports to the Administrative Support Supervisor and requires attention to detail, the ability to meet tight deadlines, and efficient organizational skills. A high level of integrity and discretion in handling confidential information, and professionalism in dealing with professionals inside and outside the UW and AGO is key. Additionally, this position will provide legal clerical support to the legal teams as needed during staff absences.Maintaining confidentiality and exercising discretion in this position are essential. This position will perform special projects as requested and gather, organize, and prepare data for inclusion in reports. This position will present information in a form that will aid division staff and attorneys in accomplishing work and making decisions.RESPONSIBILITIES-Serve as receptionist for Division, greeting visitors, and answering multi-line telephone system. Handle all calls in a professional manner with appropriate judgement. Process incoming and outgoing mail for the office, routing to appropriate readers, attorneys, and support staff; recognize and prioritize items requiring immediate action. Closely monitor all deliveries including legal messengers and service of process.-Provide direct support to the legal teams by working primarily with legal assistants. Duties include but are not limited to filing, photocopying, scanning, document editing, critical deliveries of documents, ongoing records management, data input, creation of discovery notebooks, and redacting documents. Run errands as requested. Participate in special projects as assigned.-Perform a variety of complex clerical assignments such as preparing reports, record keeping/filing systems or data base files, monitoring financial records and responding to inquiries regarding office/departmental policies and procedures. Devise, evaluate and revise forms for internal use; assist in the preparation, compilation, and coordination of reports and records; compose office correspondence such as transmittals and responses to frequent requests for information.-Perform complex word processing tasks such as merging and sorting, integrating text with graphics, spreadsheet and data base files, uploading/downloading and creating footnotes and outlines; use spreadsheet and data base software to develop and maintain records; use basic statistical software packages and simple computer inquiry programming, use graphics software and recommend appropriate display of information; and proofread material, correcting for sentence structure, spelling, grammar and punctuation.-Open/Close files. Sort and file various documents; establish and prepare new files/categories within established filing systems; enter data into electronic files; remove and log materials; and maintain status and file reports.-Maintain the office's library system. Saving updates/supplements/inserts; solving update issues for the books; locating books for attorneys; and getting missing inserts for attorneys, promptly.-Assisting with simple Microsoft Office and computer issues to free up in-office tech for major computer issues.-Provide additional support under legal staff supervision, including but not limited to the following: * Provide support for legal teams in the event of planned or unplanned legal assistant absences. * Act as liaison between Assistant Attorneys General (AAGs) and members of the campus community, opposing and co-counsel, clients, the public, other interested parties, and court employees to facilitate the completion of case-related tasks and processes; * Schedule appointments with diverse colleagues and maintain AAGs calendars; * Draft, format, proof, and finalize drafts of documents and pleadings for AAGs signatures and transmit final copy via mail, e-mail, facsimile, and/or legal messenger; and * Coordinate depositions and arrange for court reporter.-Provide additional administrative support as required, including but not limited to the following: * Assist with organization of all areas of the file room. * Administrative calendaring including confirming various meetings, venues, services, deliveries, and other time-sensitive arrangements along with setting events in the AGO Conference Room calendar. * Contact University services as needed such as catering, parking, and space reservations including tower conference areas, etc. * Set up A/V equipment for trainings, meetings and other office events. * Help coordinate All Office Meetings/Trainings and "Meet the Client" events.MINIMUM 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: -This position requires a high degree of punctuality and attention to detail, ability to work with a moderate amount of supervision, a high level of proficiency using computer applications including the use of Excel, Access and other Microsoft Office software; excellent proofreading skills; dependability, flexibility, accuracy, and excellent communication and interpersonal skills. -The successful candidate for this position should have the ability to manage multiple priorities, handle stressful situations diplomatically, and establish and maintain effective working relationships. DESIRED:-Two years of clerical experience including a minimum of six months of experience in a legal or professional office environment; e.g., a medical records, court clerk, bank or accounting firm office. -Ability to initiate own work; set work priorities; understand and follow written and oral instructions; prepare legal reports and correspondence independently; use good judgment in evaluating situations and making decisions; maintain effective professional relations; perform complex clerical work and accept responsibility; analyze situations accurately and take effective action; deal tactfully with others; adapt to changing work needs, requirements, and equipment; learn new and increasingly complex duties such as related computer, legal technical, and administrative skills. Equivalent education/experience can substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration.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.v)
Founded in 1861, the University of Washington is one of the oldest public institutions in the west coast and one of the preeminent research universities in the world. The University of Washington is a multi-campus university comprised of three different campuses: Seattle, Tacoma, and Bothell. The Seattle campus is made up of sixteen schools and colleges that serve students ranging from an undergraduate level to a doctoral level. The university is home to world-class libraries, arts, music, drama, and sports, as well as the highest quality medical care in Washington State and a world-class academic medical center. The teaching and research of the University’s many professional schools provide undergraduate and graduate students the education necessary toward achieving an excellence that will serve the state, the region, and the nation. As part of a large and diverse community, the University of Washington serves more students than any other institution in the Northwest.
