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The College of the Environment has an outstanding opportunity for an part time 60%FTE, Executive Assistant to the Associate Dean for Academic Affairs. The Executive Assistant (EA) provides high-level assistance to the Associate Dean of Academic Affairs (ADAA) so that the ADAA and/or senior personnel in Academic Affairs or elsewhere in the Dean's Office can respond quickly and efficiently to expected and unexpected situations involving students, faculty and other instructional personnel, courses, curriculum, and other aspects of academics within and pertaining to the College.
This position is a critical component of the success of the ADAA and is a linchpin of the Academic Affairs team, providing both a public face and persona representing the ADAA while keeping a finger on the pulse of Academic Affairs personnel, projects and goals/objectives.
Functioning in a fast paced, dynamic, deadline driven environment, the EA will draw heavily on project and personnel management skills, problem solving abilities, independent judgement and initiative, priority setting, juggling multiple projects, exemplary professionalism and strict confidentiality, and above all, exercising good judgment.
Office of Academic Affairs Duties: •Provide primary administrative support to the ADAA requiring a high level of discretion and independent decision making to ensure effectiveness in the ADAA’s areas of responsibility. •Serve as the initial point of contact for all inquiries to the Office of the Associate Dean for Academic Affairs. Use knowledge of the responsibilities and priorities of the ADAA, and of the College, to manage all requests; understand the import of higher level requests and attend to them immediately or as needed which may/may not require communication with the ADAA. Extensive knowledge of the network of key College and University officials, donor organizations and individuals, required. •Maintain fluid communication with the ADAA and salient senior AA staff and high level meeting/event participants, monitoring and fielding phone requests. Ensure that the ADAA’s priorities and obligations are met. Prepare supportive background materials for the meetings and provide relevant background details. •Responsible for maintaining the ADAA’s calendar, scheduling of all ADAA meetings, securing meeting space and creating agendas. •Liaison for the ADAA with key University officials, faculty, staff, students, industrial contacts, foundations, government representatives, and the general public. Gather data relevant to the ADAA and prepare project surveys and/or summaries and reports as requested. •Routinely compose formal and informal communication on behalf of the ADAA including but not limited to: invitations, commendations, thank-you letters, hiring letters, FOIA requests. •Maintain tickler files containing agendas, background information, CVs or other supporting materials for meetings. •Maintain a comprehensive tracking system of future meetings and items that need attention. •Maintain a comprehensive filing system on the secure server for Academic Affairs. •Assist the ADAA with the Academic Misconduct process for the College including but not limited to communicating with students regarding the process, coordinating investigative interviews, maintaining records, and assisting with updating the policy, procedure and related forms to comply with UW policies. •Provide administrative support, as necessary, to the College Curriculum Committee, College Scholarship Committee, and College Student Grievance Committee. Initiate quarterly meetings between the ADAA and all College GPCs and GPAs. •Coordinate the ADAA’s activities and functions requiring frequent contact with other senior-level administrative and academic offices throughout the University (e.g., other Associate Deans with Academic responsibilities); provide the ADAA with background information and other support materials in preparation of such functions. •Interact directly with the Offices of the President, Provost, Vice Provosts, and Colleges within the University to gather information. Act as a resource for their inquiries and requests. •Define scope, conduct research, analyze and prepare information, reports, correspondence, and other materials for use by the Dean, ADAA and other senior staff members in the College. Materials are often of a confidential nature; thus sensitivity, accuracy, and timeliness are critical to such information. •Implement a wide variety of policies and procedures relating to the office of Academic Affairs.
General Administrative Duties: •Responsible for the ADAA’s travel pertaining to the Dean's Office, ensuring that all relevant materials (e.g. itineraries, flight and hotel arrangements, meeting materials, etc.) are assembled for each domestic and international trip. Responsible for long-term strategic planning of all ADAA travel, anticipating conflicts and ensuring that work flow in the Dean's Office is not interrupted. •Make purchases for ADAA using a UW ProCard and reconcile monthly ProCard reports. Ensure that procard use of the AA team is correct, and correctly reconciled, independently resolving discrepancies to ensure compliance and accuracy. Evaluate AA expenditures monthly relative to annual budget in coordination with F&A team, and report findings to ADAA. •Plan, organize, coordinate and implement special AA team events including retreats. •Manage multiple email listservs. •Attend all EA staff meetings and retreats, ensuring a positive, knowledgeable and supportive relationship within the Dean's Office. •Provide back-up support to Assistant to the Dean and other Assistant to ADs to ensure seamless administrative coverage within the Dean’s Office. •Perform other duties as assigned.
As a UW employee, you will enjoy generous benefits and work/life programs. For detailed information on Benefits for this position, click here.
Required Qualifications: •Bachelor's degree. •Three years of progressively responsible experience in administrative support or project management, or two years of executive assistant experience; •Demonstrated experience in multi-tasking in a high pressure (short timeline for product deadlines) environment. •Ability to handle confidential information with tact, discretion, and diplomacy, and to maintain strict confidentiality. •Proven accuracy and attention to detail in work products. •Strong interpersonal skills; ability to maintain a professional demeanor positively supporting the Deans and the Dean's Office at all times. •Excellent written and verbal communication skills. •Ability to work independently and as part of a team, manage priorities, handle multiple projects, problem-solve, exercise good judgment in a dynamic environment, and work with minimal supervision. •Well-versed in Microsoft Word, Excel, Outlook, and cell phone texting. Demonstrated ability to collate and manipulate numeric data.
Equivalent education/experience will substitute for all minimum qualifications except where there are legal requirements such as license/certification/registration.
Desired Qualifications: •Experience working within higher education administration. •Knowledge of higher education academic structures, processes and protocols
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.