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Advancement Operations has an outstanding opportunity for an Executive Assistant to the Associate Vice President for Advancement Operations (AVP).
The Executive Assistant to the Associate Vice President for Advancement Operations (AVP) provides direct executive administrative support and advanced project management and analysis. This position supports the Assistant Vice President for Advancement Operations, as well as the Advancement Leadership team, in all aspects of the University’s advancement efforts. The Executive Assistant interfaces with key volunteer/campaign leadership; campus leadership; UW Administrators; Advancement units, including Chief Advancement Officers for schools, colleges, and campuses; Deans; capital campaign planning staff; Advancement Services staff; high level advisory committees and other campus offices.
RESPONSIBILITIES: Relationship Management •The Executive Assistant interfaces with key Advancement leadership, key campus leadership, and high-level committees. They build trust-based relationships with key campus leadership including: UW Administrators, Advancement units, Chief Advancement Officers for schools, colleges, and campuses, central Advancement staff, and other campus offices. Communicates with a broad variety of constituents: Regents, UW Administrators, Advancement staff, Deans and Directors, donors, and other UW audiences, with diplomacy and confidentiality. Disseminates information to the President, Provost, Executive Vice President, other vice presidents, deans, and Advancement colleagues. •Supports the AVP’s relationship management including organizing and staffing small group events. •Advises the AVP on matters of importance to the office, including advice about materials drafted for the AVP, and makes recommendations for action. Represents the AVP at meetings and events as necessary, and creates and assembles documentation to facilitate decisions by the AVP and other Advancement staff. Protects confidential and sensitive information as needed. •Answers substantive questions and provides information to the Regents, President, Vice Presidents, Deans, Chief Advancement Officers, and others regarding various Advancement initiatives.
AVP Office Coordination •Coordinates office coverage and team collaboration with all administrative assistants based in the Advancement Operations Office. •Together with the Administrative Specialist to the Senior Associate Vice President, manages division-wide UA staff meetings. Coordinates physical logistics for training seminars/retreats, special events, and meetings as requested. Coordinates and supports all aspects of a variety of Advancement Operations meetings. Responsible for all onsite events management logistics, set-up and break-down and any onsite problem resolution. May be required to stay on-site throughout assigned events to assist in any duties necessary. •Establishes work priorities and coordinates them to meet deadlines to ensure an efficient workflow throughout the department. •Provides administrative support and meeting coordination to various committees, as well as the Advancement Operations Leadership Group, whose members report directly to the AVP, and who are responsible for coordinating policy and planning issues and setting the direction for all Advancement Operations (Information Management, Finance & Administration, People and Culture, and Gift Services) in University Advancement. Prepares agendas, provides meeting materials, arranges meeting logistics, tracks action items, prepares minutes and brings outstanding issues to the AVP’s attention. •Coordinates day-to-day activities to ensure effective schedule management. Ensures AVP is fully briefed on agenda items and receives all required materials. Researches and prepares all necessary briefing documents for the AVP’s office. Anticipates the needs of the AVP.
Administration •Manages complex and issue-sensitive schedules, including evaluating the need to reschedule, postpone or relocate meetings, based on changing priorities and emerging issues. Manages all necessary logistics for meeting management. Books all travel arrangements on behalf of the AVP. •Independently screens and prioritizes all meeting requests. Highlights, investigates and summarizes key information for review. Responds to all meeting inquiries in a timely, personable, accurate, and efficient manner. Skillfully refers internal and external inquiries, comments and/or complaints to the appropriate area. •Greets visitors, answers incoming phone calls and responds to general email inquiries. Independently composes and distributes general correspondence. •Acting on the AVP’s behalf, independently responds to callers. Responds substantively to questions regarding decision-making processes, policies and procedures for University Advancement. Refers inquiries to other campus-wide staff as appropriate. •Creates and maintains a comprehensive timeline/management system for development program initiatives, incorporating action items for institutional preparation, volunteers, and professional staff. Generates reports for distribution to University leadership, usually requiring compilation and analysis of data. •Manages special projects as requested by the AVP for Advancement Operations. •Acts as the AVP’s representative as needed, provides information and reports conclusions to key colleagues. •Other duties as assigned
Key Competencies Core Effective communications: Expresses oneself clearly and empathetically in interactions with others in all forms of communication, i.e., verbal and written, one-on-one and group, etc. Interpersonal Awareness: Builds and maintains positive relationships and actively contributes as a member of working teams to achieve results. Professional Credibility: Takes responsibility for meeting goals, objectives, obligations, and solving problems while representing the mission, vision and values of the organization. Critical Thinking: Obtains, analyzes and evaluates information effectively in the face of ambiguity. Makes appropriate decisions based on relevant information and experience. Ethics and Trust: Models and upholds the values of candor, openness, inclusiveness and honesty despite internal and external pressures. Acts consistently with Washington State ethical guidelines and organizational core values and beliefs. Valuing Diversity & Inclusiveness: Respects, values and contributes to the UW’s commitment to inclusiveness and diversity.
Functional Expertise Dealing with Ambiguity: Ability to effectively manage and navigate change quickly and appropriately while being able to act without have the total picture. Comfortable in handling risk and uncertainty. Organizational Acumen: Able to size up a situation, balance reason and the interest of others, and act in a decisive, timely and appropriate manner that is congruent with the organization's values, goals and mission to achieve success. Planning & Implementing: Ability to develop strategies, measures for success and feasible timelines for successful project implementation and execution. Managing Conflict: Recognizes and addresses conflicts and disagreements in a safe and respectful environment, manages conflicts collaboratively, and builds consensus with the best interests.
REQUIREMENTS •Bachelor's degree and four years of experience providing administrative support to executive leadership or related field. Equivalent combination of education and experience from which comparable knowledge and skills have been acquired may substitute for degree. •Demonstrated strong computer skills, including proficiency with Microsoft Word, Excel, and PowerPoint for correspondence, special reports, spreadsheets, databases, forms, etc.
Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration.
DESIRED EXPERIENCE •Knowledge of the integrated advancement model. Knowledge of alumni relations/development/advancement principles. •Knowledge of UW Advancement policies and procedures, including use of the development database software ADVANCE. •Project Management experience.
Conditions of Employment Cubicle/Open workspace environment which may result in additional or higher levels of noise and visual distractions. Must have regular and reliable transportation for local travel and willing to travel when necessary.
Ability to lift 20 pounds regularly and up to 40 pounds occasionally for event setup and tear down. During Events (from setup to tear down) or on Event days: •Ability to stand 4 or more hours continuously. •Ability to walk 4 or more hours continuously. •Ability Standing: duration of 4+ hours for events •Ability to work greater than a 10 hour day
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.
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