Staff Employment Opportunities
We are currently accepting applications for the following administrative staff positions within the Information School. To see full job descriptions and apply please visit the University of Washington's UWHires site and search by either requisition number or keyword iSchool.
Commitment to Diversity
Committed to attracting and retaining a diverse faculty and 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 articulates its commitment in the UW Diversity Blueprint.
Admissions Coordinator
The University of Washington’s Information School is seeking an Admissions Coordinator for our Admissions team. The Office of Student Services is an energetic and highly fast-paced environment where we rely heavily on current technologies to meet the demands of the School and our constituencies. In the iSchool there is an expectation that all faculty and staff will step up where they see an opportunity to apply their special expertise or talents, speak up when they identify opportunities or concerns, and lead by taking actions that exemplify the iSchool’s core values. Leadership within the iSchool is expressed in diverse ways reflecting the variety of styles and cultures that are represented by our faculty and staff.
Reporting to the Associate Director for Admissions, this position provides primary support to the Information School's Student Services Office in areas of admissions and office support as related to the PhD in Information Science, Master of Library and Information Science (MLIS), Masters of Science in Information Management (MSIM) and Bachelor of Science in Informatics (INFO) degree programs, which includes event-planning, records management, and communications with prospective students.
The individual in this position will coordinate coverage for the main reception area of the Student Services Office and will act as a lead for the student assistants who staff the reception desk. In addition, the Program Coordinator provides direct support to broadly focused projects that Student Services leads for the School, including but not limited to career fairs, orientations and convocation ceremonies. The Program Coordinator may be called upon to meet with executive level individuals both internally and externally.
What You’ll Be Doing:
General Administrative Support:
- Answering phones, assisting walk-ins, and scheduling appointments.
- Manage iSchool student records maintenance working within the guidelines of UW Records Management.
- Assist in bulk supply ordering for all Student Services groups, i.e. orientation swag orders, Costco snack runs for student breaks, etc.
- Respond to prospective student inquiries about the iSchool programs via phone, email (iAsk) or other sources.
- Manage the email help ticketing system (iAsk) and assign help tickets to student services staff as appropriate.
- Other duties, as assigned.
Admissions Administrative Support:
- Compile application reviewers scores and comments, including calculations of final scores to rank applicants by for degree chairs final decisions.
- Provide assistance to individuals who need specialized or additional support during the admissions process.
- Support admissions processes including, but not limited to tracking paperwork, calculating GPAs and updating application databases.
- Participate in web chats and information sessions as requested.
- Use appropriate Application database and Keynes as appropriate to facilitate the admissions process and update applicant records.
- Work with Admissions Operations Specialist to ensure proper flow of admissions files for completion and review by admissions committees, tracking of admissions decisions and students’ acceptance of admission and moving files to Academic Advisors.
- Manage up-keep of Prospective Student CRM including input of new data, archiving of inactive prospects and providing information downloads as requested.
- Lead creation of new system structures in Student CRM to support, file reviews, data imports and exports, and workflows. Assist the Associate Director for Admissions to ensure the data systems align with strategic priorities for admissions.
- Track admissions data for prospective students, applicants and admitted students.
Coordinate Scholarships:
- Coordinate scholarship process, including application, awards and resolves issues during the allocation process.
- Oversee communication of scholarship awards for new and continuing students.
- Coordinate with UW Student Financial Aid to get sensitive information on financial ability for each scholarship applicant.
- Manage iSchool Scholarship database and provide reports as requested.
Event Planning and Support:
- Provide operational support and event planning for the Student Services admission events and programs.
- Coordinate iSchool prospective student visit program – coordinate class visits, coffee/meeting with current students.
- Support event needs for recruitment activities including information sessions, PhD Open House, and orientation (iWelcome) including room scheduling, catering, materials prep and calendaring of events.
- Represent the Information School degree programs to students and the public at special events, as required.
Minimum Qualifications
- High school graduation or equivalent AND two years of experience in admissions or student support role OR equivalent education/experience.
Additional Required Qualifications
- Minimum of 6 months experience with event planning.
- Fluency in Microsoft Office Applications (Outlook, Word, and Excel) and email.
- Intermediate experience with database programs (such as Access, SQL or similar program) including data entry and maintenance and producing reports.
- Familiarity with updating web content.
- Experience with a variety of social media platforms (such as Facebook, X (formerly Twitter), etc.)
- Must have excellent demonstrated communication skills; both written and oral.
- Proven ability to work comfortably with a diverse population.
- Demonstrated ability to organize and prioritize multiple tasks and work effectively under the pressure of deadlines.
- Ability to work both independently and as part of a team.
- Demonstrated ability to effectively use electronic scheduling tools (such as Outlook) in a business environment.
- Professional demeanor is required.
Desired Qualifications
- Bachelor’s degree.
- Experience with UW systems MyGrad Program and SDB
- Prior experience using SharePoint, Catalyst, Photoshop, In Design, web editing programs and building queries in database (such as Access, SQL or similar program).
Working Environmental Conditions
Due to the demands of these programs, this position is occasionally required to attend events in the Puget Sound area and have flexibility with working hours. Occasional Saturday or evening work may be required.
Executive Assistant to the Associate Dean for Research
The University of Washington’s Information School (iSchool) is seeking an Executive Assistant to the Associate Dean for Research (ADR) to provide complex, confidential administrative support to the ADR and coordination of Research Services activities. This role requires the Executive Assistant to the ADR to understand the unit’s responsibilities and relationships and to create and manage efficiencies in the work processes of the Office of Research Services, in areas including infrastructure, workflow, policy, and procedures, and to maintain a fluid office environment that responds to the changing needs and foci of research in the Information School.
The Research Services unit provides research support for faculty and other researchers in the Information School conducting research in multi-disciplinary, multi-funded areas in the field of information science.
The Assistant is expected to be proactive in applying their special expertise or talents, speak up when they identify opportunities or concerns, and lead by taking actions that exemplify the Associate Dean for Research and the iSchool’s core leadership values. This leadership may be expressed in diverse ways, reflecting the variety of styles and cultures that are represented by iSchool faculty and staff.
At the iSchool, we create an environment that fosters appreciation, mutual respect, and engagement among and between members of the iSchool, UW community, and beyond, with special attention to the needs of people from historically marginalized communities. We envision a university in which all students, faculty and staff participate fully and meaningfully in campus life without being subjected to discrimination, bias or microaggressions. We condemn any expressions of racism, sexism, homophobia, transphobia, ableism, or any other instance of bias and discrimination against marginalized individuals and groups.
What You’ll Be Doing:
Research Services Coordination:
- Manage and reconcile Research Services budgets, including the Research Seed Fund, Strategic Research fund, Open Access Publishing Fund and events budgets, totaling approximately $100,000 annually.
- Create regular and ad-hoc reports of research activity and outcomes using information from a variety of administrative database sources.
- Provide event coordination support for annual Research Fair, weekly Research Symposiums, and ad-hoc research events.
Administrative support for Associate Dean for Research:
- Serve as the initial point of contact for all inquiries to the Office of the Associate Dean for Research. Attend to requests not requiring the specific attention of the Associate Dean. Monitor activities and communication, assist with prioritizing time sensitive issues, and respond to all requests in a timely matter.
- Prepare and manage regular Research Services meeting agendas, presentation materials, spreadsheets, figures, and other documents as needed.
- Coordinate ADR meeting schedule and range of related activities: assist in planning, develop agendas, compile and organize relevant background materials, record minutes, develop reports, ensure any food and technical needs are properly authorized and coordinated, provide support for meetings as needed.
- Coordinate travel arrangements for the Associate Dean. Determine and prepare itineraries and support materials. Complete supporting documents for reimbursement.
Minimum Qualifications
- Bachelor’s degree in Communications, English, Business, Human Resources, Information Science, Library Science or related field.
- Three years of experience in an administrative support role in a complex organization and/or support of executives.
Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration.
Additional Minimum Requirements
- Demonstrated ability to function independently while exercising skill and informed professional judgment.
- Experience working with senior administrators and professionals.
- Excellent communication skills, both written and verbal: demonstrated experience in proof reading and editing; the ability to communicate and be comfortable with a variety of individuals ranging from undergraduate students to corporate-level executives.
- Demonstrated success in working with diverse populations.
- Proficiency in the use of Google Suite, MS Office Suite (Outlook, Word, Excel, PowerPoint), Zoom, and Adobe applications (Acrobat).
- Familiarity with online calendaring or scheduling system.
- Must be highly organized and show a high level of attention to detail.
- Excellent time-management and prioritization skills, with the ability to manage multiple and competing demands effectively.
- Demonstrated ability to solve complex problems in a demanding environment.
Desired Qualifications
- Prior work experience at the University of Washington or another institute of higher education.
- Proficiency in the use of MS SharePoint.
- Proficiency in Excel or other spreadsheet applications.
- Experience with database and reporting tools.
- Project management experience.
- Event planning and coordination experience.
- Knowledge of University of Washington policies and procedures, including those related to grants and contracts. Experience with UW Systems particularly SAGE and Workday Finance.
- Experience with federal grants and contracts policies and procedures.
- Understanding of the academic research process and funding environment.
Conditions of Employment
- This position requires the ability to work a flexible schedule to meet deadlines, and to manage and attend events as needed.
- Hybrid work schedule available.
Senior HR Assistant for Student Employees
The University of Washington’s Information School is seeking a Senior HR Assistant for Student Employees to provide specialized technical and human resources oversight and administrative support to the Information School’s (iSchool) Academics HR team within the Office of Academic Services. This position helps manage the hiring process for half of approximately 530 hourly academic student employee appointments over the course of the year. This position has responsibilities in the areas of student recruiting, hiring, and general life cycle support. In addition, the individual in this role provides back-up support for the processing of salaried academic student employee appointments and iSchool guest faculty appointments.
The Academics HR team is a small but supportive team responsible for the end to end hiring of all guest faculty, annual PhD student appointments, TAs, RAs, and all hourly academic student employees. Embedded within the iSchool Office of Academic Services, Academics HR is uniquely poised to efficiently process and support the hiring needs for all five iSchool degree Programs. The team collaborates and interacts with the other iSchool HR teams - Staff HR and Faculty HR - as part of the overall iSchool HR Net.
At the iSchool, we create an environment that fosters appreciation, mutual respect, and engagement among and between members of the iSchool, UW community, and beyond, with special attention to the needs of people from historically marginalized communities. We envision a university in which all students, faculty and staff participate fully and meaningfully in campus life without being subjected to discrimination, bias or microaggressions. We condemn any expressions of racism, sexism, homophobia, transphobia, ableism, or any other instance of bias and discrimination against marginalized individuals and groups.
What You'll Be Doing:
Recruiting:
Coordinate recruitment process for half of the hourly academic student employee hires and provide back-up support for salaried academic student employees and guest faculty hiring. Collaborate with other iSchool HR staff and the iSchool’s Office of Finance and Research Services on the recruitment and hiring of student employees.
Work directly with faculty hiring managers in drafting position announcements in accordance with the UAW contract.
Ensure open positions are posted to the iSchool website, listservs, Handshake, and other various UW websites as needed.
Use Interfolio (or other applicant tracking system) to ensure new applications are reviewed in a timely manner; maintain electronic files of applications per state records retention requirements; and track student applications status. Ensure applicants are notified of status per bargaining unit contract and state and federal law.
Ensure applications are sent to the hiring manager(s) for review.
Human Capital Management, Time, and Payroll:
Work with hiring managers, iSchool staff (research services, academic services, others as needed), Workday Help, Student Fiscal Services, other university departments, and student employees to ensure student employees are hired, reappointed and terminated per all applicable UW, state and federal policies and procedures.
Track overall hiring and reappointment processes for hourly academic student employees via Excel.
Track deadlines to ensure compliance with bargaining unit contract and all applicable university policies, and city, state, and federal laws.
Generate offer letters and notifications to supervisors and applicants.
Use Workday to hire, reappoint, and terminate employees as needed.
Coordinate onboarding processes for academic student employees.
Use Workday reports to perform semi-monthly payroll review for a high volume of student employees.
Other duties
Review and respond to emails that come into shared inbox (ihrhelp@uw.edu).
Attend regular Academics HR Team meetings.
Engage in regular cross training with the Academic HR team in order to provide backup support to guest faculty and salaried academic student employee hiring.
Attend and participate in regular meetings with other iSchool HR members as well as campus-wide human resources-related meetings, as needed.
Attend and participate in All School and Staff meetings, committees, iSchool events and other activities as needed.
Participate in professional development opportunities to expand knowledge base for the position.
Track required trainings for student employees.
Minimum Qualifications
Three years of office/clerical experience OR equivalent education/experience.
Additional Required Qualifications
Fluent in MS Office: Word, Excel, Outlook (or other equivalent email product).
Excellent communication skills, both written and oral.
Demonstrated success in working with diverse populations.
Demonstrated ability to organize and prioritize.
Must be detail oriented and work effectively under the pressure of deadlines.
Demonstrated ability to work independently and as part of a team.
Desired Qualifications
Bachelor’s degree in human resources management, business, communications, psychology or similar field.
Experience with Human Resources Information System (HRIS) such as Workday, PeopleSoft or equivalent.
Prior experience using databases and SharePoint.
Experience with Applicant Tracking Systems.
Experience with payroll processes and I-9 verification.
Experience working with both Union and Non-Union employees.
Experience interpreting complex contracts and/or policies.
Knowledge of Federal and Washington State employment law.
Knowledge of University of Washington human resources policies.
Desire to learn and grow in the Human Resources field.
Conditions of Employment
Typically, a 40-hour, 5-days per week position in a standard office environment. This position is overtime eligible. To effectively complete timeline-driven projects and deadlines, flexibility in schedule and additional hours beyond standard office hours may be required.
Questions regarding openings at the Information School should be directed to ihrhelp@uw.edu. We will do our best to respond to your inquiry within 2 business days.
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, national origin, age, protected veteran or disabled status, or genetic information.