FACILITIES SERVICES
Job Description
Transportation Services
Administrative Assistant B
Job Code: 7045 – Contract Classified (SEIU)
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 general direction of the Assistant/Associate Director(s) of Transportation Services (TS) and reporting to the
Director, the Administrative Assistant will serve as primary support staff. The Administrative Assistant will work
collaboratively with the Executive Assistant who provides primary support to the Director and facilitates seamless
collaboration among the members of the Executive Team (Director, Associate Director and Assistant Directors).
The Administrative Assistant functions as gatekeeper and logistician for the Assistant/Associate Director’s Office and
serves as his/her representative to business partners, stakeholders, and customers. The Administrative Assistant must be
able to communicate efficiently, empathetically, firmly, and effectively. Attention to detail, grace under pressure, ability to
manage multiple competing priorities, political acumen, and an ability to lead with humility are vital to success. Ability to
independently recognize situations that require confidentiality and to act accordingly is essential.
The Administrative Assistant may supervise student help on a project basis.
Duties and Responsibilities:
Manage the Assistant/Associate Director’s calendar:
 Independently prioritize and process meeting requests that involve complexities ( senior leadership, large groups,
off-site locations, outside organizers) and represent competing and shifting priorities, preparing agendas and
materials for meetings, and providing follow up as necessary on behalf of the Assistant/Associate Director
 Arrange proxies as required
 Identify time required for project work, including scheduling work time, tracking deadlines, and facilitating timely
delivery of project work
Project Management:
 Take the lead on projects associated with program development assigned by the Assistant/Associate Director in
support of TS initiatives
 Coordinate with Assistant/Associate Director to scope project, engage TS staff and outside resources
 Conduct associated research and provide analysis and findings
 Coordinate and advise on space management and utilization for TS office areas
 Develop and monitor budgets in coordination with projects, establishing targets and providing reports
Manage relationships on behalf of the Assistant/Associate Director’s Office:
 Develop and maintain cordial relationships with the staff of key stakeholders, business partners, agency staff, and
elected officials
 Establish informal communication channels that support environmental scanning, collaboration, and efficient
management of emergent opportunities or issues
 Act as liaison communicating on supervisor's behalf with senior management, faculty, staff, colleagues at other
agencies/institutions, representatives of funding agencies and officials from professional organizations, business,
industry and government, interpreting policies and making decisions which facilitate progress of project(s)
Manage the Assistant/Associate Director’s correspondence/communication:
 Facilitate staff recognition on behalf of the Assistant/Associate Director with the sending of welcome and
congratulatory notes to employees, initiate follow-up correspondence to meetings, etc.
 Assist in the management of the Assistant/Associate Director’s email account, including responding on his/her
behalf to routine messages and inquires and/or redirection/delegation of responses to other staff
 Draft letters on his/her behalf for review and approval-Ensure that thank you notes/letters are sent in a timely
fashion
 Screen and resolve or route incoming telephone calls; return calls on his/her behalf
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Document Preparation:
 Develop and/or edit presentations, reports and proposals on behalf of and consistent with general guidance from
the Assistant/Associate Director, including solicitation of information or visuals from TS managers or their direct
reports
 Develop, edit, and submit routine and ad-hoc reports regarding department performance or operations, including
research and collaboration with other TS staff
 Assist the Assistant/Associate Director in tracking organizational performance via key performance indicators,
including status of management system deployment
 Prepare routine documents (e.g. leave reporting, travel paperwork)
Provide meeting management services:
 Prepare agendas, prepare and circulate handouts, monitor invitation acceptance, arrange space, etc.
 Arrange for meeting facilitation and meals/refreshments for retreats or full-day meetings
 Take and distribute minutes, track action items and ensure timely completion
 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:
Minimum Qualifications:
 High school graduation or equivalent AND five years of progressively responsible experience in office, secretarial,
bookkeeping, accounting, or general administrative work OR
 Equivalent education/experience
Additional Requirements:
 Demonstrated excellent interpersonal and oral/written communication skills; ability to work successfully with
people at all levels throughout the organization and with a wide range of constituencies
 Excellent organizational skills; ability to work independently and successfully coordinate multiple tasks within
project priorities
 Demonstrated flexibility to meet changing needs and unpredictable deadlines
 Excellent problem-solving skills; ability to analyze complex information, and to define and solve problems
 Demonstrated ability to function effectively within a complex regulatory environment
 Demonstrated ability to interpret policies and procedures
 Excellent skills with standard productivity software including Microsoft Office Suite with a high level of proficiency
in Microsoft Word, Excel, and Outlook
 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:
 Associate’s or bachelor’s degree
 Experience with Microsoft Project and Visio
 Experience working in higher education and/or local government
 Experience supporting executive leader(s) in a large/complex organization
 Experience working in transportation, urban planning, or a related industry
Conditions of Employment:
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While usual hours fall within standard business hours, work may be required during hours beyond standard
business hours, including weekends
This position is eligible for overtime
Work is normally performed in a typical interior/office environment; however, work may include incidental outdoor
or field work with exposure to the elements and variable weather conditions
Work is performed in an open office environment – successful candidates will possess the concentration and
social skills necessary to work in that environment
Ability to efficiently and effectively travel locally to alternate work sites as needed to meet organizational needs
and objectives
Ability to lift, bend, and reach consistent with routine office/administrative activities (e.g. conference room setup,
supply stocking)
A satisfactory outcome from a criminal background verification will be required prior to hire
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