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The University of Washington’s Information School is seeking an Assistant to the Associate Dean for Academics, who functions as the executive assistant to the Associate Dean for Academics (ADA) providing administrative support, project management, and the development and implementation of procedures to ensure effective operations and overall efficiency and for Academics administration. This position supports the management of activities, functions and policies that are critical to maintaining and enhancing an efficient, respectful, diverse, and supportive academic environment for students and faculty. The Assistant to the Associate Dean for Academics is essential to supporting consistently effective oversight of the Information School’s academic endeavors.
The Assistant to the Associate Dean for Academics supports the Associate Dean for Academics (ADA) through establishing and maintaining appropriate mechanisms for supporting programs administered by the Office of Academics, managing communication, and coordinating meetings. This position is essential to supporting the Associate Dean for Academics and the overall academic mission of the Information School.
This position’s duties include ensuring the ADA is effective in information sharing and engagement of students and faculty in the academic life of the School. The individual in this position is responsible for organization and maintenance of records and information, management of communications and scheduling, and event planning on behalf of the Office of Academics.
The Assistant to the ADA must be an exceptionally professional individual who works well in a highly confidential environment, has outstanding initiative and can deliver effective results working independently with general guidance. This position works with iSchool leadership, faculty, staff, students, and committees; contributes to iSchool decision-making processes; and works with UW administration and other UW central offices. 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.
WHAT YOU’LL BE DOING:
Administrative Support for Associate Dean for Academics Provide primary administrative support to the ADA, requiring a high level of discretion and independent decision making, to ensure effectiveness in the ADA’s areas of responsibility. •Serve as the initial point of contact for all inquiries to the Office of the Associate Dean for Academics. Attend to requests not requiring the specific attention of the Associate Dean. Monitor activities and communication, and assist with prioritizing time sensitive issues and responding to all requests in a timely manner. •Develop and monitor task lists and deadlines for the ADA. Manage the calendar for the ADA, coordinate the ADA’s meeting schedule and a range of related activities: Schedule meetings between the Associate Dean and various constituents, such as faculty, campus partners, etc. •Assist in planning, draft agendas, compile and organize relevant background materials, record minutes, develop reports, insure 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. •Provide event coordination and support for Academic Planning Day and take minutes at meetings of the Academic Council. •Coordinate administration of academic integrity and student conduct issues.
Communication and Reporting for Academics Administration Provide coordination and reporting support for the Associate Dean’s activities and manage correspondence and scheduling to ensure that activities are initiated and completed in a timely manner. •Collect data in support of the ongoing review of our academic programs. Create regular and ad-hoc reports of academic activities and outcomes using information from a variety of administrative database sources. •Support policy and procedure development including recommendations for the development and revision of existing policies for the Academics Council, Academic Services, and Student Services. Proofread and revise policy and other documents for submission to other iSchool committees or for public distribution. •Develop, update, and manage SharePoint and Canvas sites to communicate policies and “best guidelines” related to the teaching and learning environment for instructors and Teaching Assistants.
Capstone Project Management Manage Capstone, the most complex and high profile event hosted by the Information School. This event is held annually in spring and showcases the breadth of skills and experience students develop in the Information School’s Bachelors and Masters degree programs. Attendance for this event edges on 1,000 persons both internal and external to the University including industry partners from Boeing, Microsoft, and Amazon, among others. •Serve as a point of contact on questions related to the event. •Coordinate, communicate, and problem solve with University service providers regarding venue logistics, televising the event, and catering. •Collaborate with the iSchool Communications Office on event signage. •Collaborate with Advancement and iAffiliates staff on industry sponsors and award process. •Coordinate with all Capstone instructors and TAs to collect approximately 180 student abstracts for the printed Program. •Collate and edit the 50-page event Program, in coordination with iSchool Communications. •Solicit, organize, and oversee approximately 50 volunteers for the event.
Administrative Support for Academic Services Under the direction of the Director of Academic Services, perform each of the following functions in support of Academic Services operations: •Collect and maintain course syllabi from teaching faculty each quarter, in collaboration with the Online Learning Team. •Coordinate text book orders each quarter. •Support the course evaluation process: - Coordinate ordering and distribution of both online and paper course evaluations each quarter, in consultation with instructors. - Prepare summary reports of course evaluation results each quarter by program for the Associate Dean, Director for Academic Services, and respective Program Chairs. •Support grading activities: - Send out faculty reminders regarding quarterly grade deadlines. - Use the Student Database to pull list of faculty assigned to independent studies in each program and remind them to submit grades by the deadline. - Monitor submission of grades and follow up on late grade submissions.
Other Duties •Attend All-School and staff meetings. •Attend academic administrative-related campus presentations, workshops, and trainings. •Participate in iSchool events and activities as needed and appropriate. •Perform other related duties as needed.
MINIMUM QUALIFICATIONS •Bachelor’s degree in Communications, Business, Education, or equivalent •Minimum three years of administrative experience •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 success working with diverse populations. •Highly skilled in computer applications for information management, seeking, recording-keeping and presentation: proficiency in the use of MS Office Suite (Outlook, Word, Excel, PowerPoint, •Minimum of one year using an online calendaring or scheduling system. •Strong on-line search skills. •Highly organized and detail-oriented. •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 •Minimum three years of administrative experience in higher education •Knowledge of University of Washington resources, policies, and procedures. •Experience working with faculty and students in higher education. •SharePoint and Adobe applications.
Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration.
WHAT’S IN IT FOR YOU •Full benefits, including medical and dental insurance and retirement plan. •Paid vacation and sick leave, as well as 10 paid holidays a year and one personal day. •Subsidized transit. •Work for an exciting, cutting-edge center within the University of Washington.
CONDITIONS OF EMPLOYMENT •A satisfactory outcome of a reference check of previous employment.
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.
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.