Temporary Program Assistant (Fixed Duration/Monthly)

Job Description

TEMPORARY PROGRAM ASSISTANT (Fixed Duration/Monthly)

Req #: 245603 Department: HOUSING AND FOOD SERVICES (HFS) Appointing Department Web Address: https://hfs.uw.edu/Home Job Location: Seattle Campus Job Location Detail: Temporary Program Assistant Posting Date: 04/28/2025 Closing Info: Closes On 05/06/2025 Salary: $3664 - $4428 per month Other Compensation: Union Position: Yes Shift: First Shift Benefits: As a UW employee, you will enjoy generous benefits and work/life programs. For a complete description of our benefits for this position, please visit our website, 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.
UW's Housing & Food Services (HFS) has an outstanding opportunity open for a Temporary Program Assistant.
The Temporary Program Assistant is responsible for providing superior customer service and supporting front desk operations for Housing & Food Services at the University of Washington. Specifically assigned within the Student and Desk Services (SDS) Office, this position is responsible for responding to customer inquiries, resolving customer complaints, and supporting mailroom operations.
Description of Duties
Customer Service
• Deliver key customer service tasks and responsibilities including call answering, in-person assistance and email responses, and general administrative duties.
• Positively support and communicate with SDS staff and HFS units on customer service-related issues and ensure adequate support services are provided.
• Anticipate, identify and clarify needs of customers or campus partners and respond to these needs quickly and accurately.
• Provide consistent and courteous customer service via telephone, email, and in person while enforcing all terms of the housing agreements.
• Resolve complaints from students, parents, University employees and the public.
• Be knowledgeable about HFS policies and procedures and support changes made by HFS management and administrative staff.
Communication
• Write and send email communications to students, HFS staff, campus partners, and members of the public, including individual, bulk and merge emails.
• Maintain student privacy standards and confidentiality of information and records by adhering to FERPA guidelines and HFS policies.
• Communicate professionally, concisely, effectively and accurately with customers and employees both verbally and in writing.
• Adhere to UW branding guidelines, HFS style guide and Student Services communication standards.
• Assist with composition and the timely distribution of accurate correspondence to students, parents, and University staff.
Operations
• Provide support to Student and Desk Services team meetings including reserving space, distributing agendas and recording and distributing meeting minutes.
• Support desk operations through answering inquiries from students and community members, issuing keys, and resolving concerns.
• Support mail operations through package sorting, mail sorting, and distribution.
• Maintain and replenish office inventory and supplies for the Student and Desk Services Office.
• Assist with the delinquent account process for apartments including communication, late charges, deactivation of dining accounts, account holds and the financial termination process.
• Assist in transitioning student accounts from active to inactive including reviewing credits, outstanding balances and student record information.
• Create, update, audit and maintain accurate records and systems of documentation relating to program operations.
• Compile information and provide accurate data as requested.
• Maintain a clean, organized work area and promote environmentally sound systems and procedures.
• Utilize software systems including the Housing Management System, SharePoint, Great Plains and Microsoft Office Suite.
• Assist in short- and long-range planning and achieving unit and Departmental goals and objectives.
• Identify items needing improvement and work collaboratively to develop and implement process improvements.
• Attend special events and serve on Department and/or University committees as assigned.
• Perform other duties as assigned.
Minimum Qualifications
High school graduation or equivalent AND Two years of clerical experience OR Equivalent education/experience.
Desirable Qualifications
• Experience in a university housing or conference services office.
• The ability to quickly adapt to new software and web applications.
• Experience overseeing multi-faceted operations in a fast-paced customer service environment with extensive customer contact.
• Excellent customer service and communication skills (in person, over the phone and in writing).
• Strong attention to detail.
• Ability to prioritize tasks in a complex business environment.
• Demonstrated success working both independently and within large, complex teams.
• Experience interpreting, applying and explaining complex rules and procedures within a diverse environment.
• Proficiency with PC including Microsoft Office Word, Excel, PowerPoint and Project applications, electronic mail, calendar scheduling, and Internet.
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 Work 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.

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 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 [email protected] .

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 .

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