FACILITIES SERVICES
Job Description
Transportation Services
Administrative Assistant A
Job Code: 7045 – Contract Classified
Department Introduction:
Transportation Services provides innovative and sustainable transportation solutions that facilitate the educational,
research, cultural and service missions of the University. TS supports the UW campus with the following: Parking, Transit,
Bicycling, Walking, Rideshare, Fleet Services, UW Shuttles, and Transportation Planning & Construction.
Job Purpose:
Under the direction of the Administrative Specialist and the Director of Transportation Services (TS), the Administrative
Assistant A provides complex administrative support to the Director, general administrative support to the Deputy Director
and Assistant Director of TS, general administrative assistance to the Administrative Specialist, administrative assistance
to the TS Leadership Team and is a member of the TS Administrative Support Team. Assists the Administrative Support
Team in managing the Director’s relationship with the campus community and TS staff.
This position assists the Administrative Support Team in all aspects of providing administrative support to the Director’s
Office, including the Deputy Director and Assistant Director, and the TS programs and work groups. This position will
participate in key projects or functions on behalf of the Director, the Administrative Support Team and TS senior
management. Has significant contact with internal and external clients, faculty, staff, and other visitors to campus.
Duties and Responsibilities:
 General Administrative Support
 Assist in providing direct confidential administrative support to
 Deputy Director of Transportation Services, including maintaining
 Deputy Director’s calendar and schedule, answering phones, and
 preparing background information in preparation for professional commitments
 Assist in preparing, managing, and tracking correspondence, reports, and other written communication on behalf
of the Deputy Director and TS including sensitive and confidential information; compose and prepare reports,
presentations and other documents for internal and external audiences using Microsoft Office Suite (Word, Excel,
Access, PowerPoint) and graphics, and design software; independently learn and use application programs
 Prepare agendas for Department leadership meetings, interdepartmental/interagency meetings and other TS
committee meetings, prepare materials, record and distribute meeting minutes; monitor action items
 Manage or assist in management of department-issued keys and key inventory; process requests for FS
identification badges, as needed
 Provide support in recruitment of hiring all Transportation Services staff
 Participate on an ad hoc basis in hiring panels and assist in developing hiring priorities and developing interview
questions; may conduct basic initial telephone screenings to assess if applicants meet the minimum requirements
of a position
 Schedule interviews for applicants and communicate with them during various phases of the employment
selection process
 Provide assistance in coordinating FMLA leave for all Transportation Services staff to insure compliance with
state and federal laws and regulations and with University policy
 Ensure proper distribution of relevant documents
 Maintain training records using Facilities Services’ database (TMS); develop and generate reports
 Manage or assist in planning and implementation of training sessions, information sessions, meetings, recognition
events and retreats at the Department level, including scheduling, room reservations, and food/beverage and
audio/visual needs; track recognition events for all TS employees, departments, programs and work groups
 Assist in developing, maintaining, and training others on department filing systems and databases, including
application and administration of proper record retention policies; recommend improvements to record and file
management systems to ensure that all relevant documentation is maintained within master files; maintain
personnel files for all TS employees
 Manage or assist in managing acquisition/inventory/distribution/disposal of equipment and supplies for the Deputy
Director’s Office
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Manage departmental vehicle leased through Fleet Services; coordinate ongoing maintenance repairs with Fleet
Services; ensure upkeep of vehicle including cleanliness and fuel consumption, for Directors usage
Screen calls and correspondence, make referrals, answer a variety of questions, and solve problems relating to
University and Transportation Services policies and issues
Open and distribute incoming mail; responsible for ensuring outgoing mail is routed to the correct area
Perform other duties as assigned
Regular and predictable attendance is required
Core Competencies:
 Demonstrate personal integrity and trustworthiness
 Manage stressful situations and changing priorities effectively
 Anticipate, recognize and resolve problems
 Be responsible and accountable
 Use organizational skills and provide attention to details
 Maintain a positive, optimistic and success-oriented attitude
 Exercise professional demeanor, which includes being tactful and courteous
 Exhibit a professional work ethic
 Continuously promote a safe work environment
Required Skills, Experience and Knowledge:
 High School graduation or equivalent AND four years of progressively responsible experience in office,
secretarial, bookkeeping, accounting, or general administrative work OR equivalent education/experience
 Skilled in interpersonal communications, both in person and in writing
 Excellent organizational skills; demonstrated ability to manage multiple tasks, projects and requests
simultaneously
 Successful experience coordinating and managing executive schedules and calendars
 Demonstrated experience providing confidential executive support
 Demonstrated tact in working with sensitive and confidential issues and materials
 Excellent analytical skills
 Demonstrated proficiency with Microsoft Office Suite, including Word, Excel, Outlook, Access and PowerPoint
 Customer service skills and experience
 Demonstrated ability to work with a team
 Demonstrated ability to assume leadership roles when required, managing up, down, and laterally
 Demonstrated experience working independently and self-directing and prioritizing time and workload
 Qualified candidates will possess strong assertiveness skills
 Have knowledge and understand of safe work practices and policies
 Must be able to wear all proper Personal Protective Equipment (PPE) as required
 Must be able to follow written and/or verbal instructions and communicate in English regarding the use of
chemicals, supplies, and equipment; comply with safety policies and procedures
Desirable Skills, Experience and Knowledge:
 Knowledge of the current Transportation Services programs, products, services and systems at the University of
Washington
 Experience in key TS and UW business applications and administrative computing systems (TMS, CAAMS)
Conditions of Employment:
 Driver’s License recognized by the State of Washington
 A satisfactory outcome from a criminal background verification will be required prior to hire
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