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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. All of which has allowed the UW to be nationally recognized as a “Great College to Work For” for six consecutive years.
The UW Department of Environmental and Occupational Health Sciences (DEOHS), housed in the School of Public Health, is a large academic and research department. DEOHS has approximately 40 primary faculty housed in the department, with 4 joint departmental appointments housed in other UW departments, as well as over 120 annual faculty appointments. DEOHS has approximately 80 graduate students pursuing doctoral and master level degrees, as well as 50 undergraduate students. There are currently more than 10 post-doctoral fellow appointments, several of whom have international status. DEOHS is also unique given a state funding appropriation, $7M per year, to allow a training and service based focus on the prevention and intervention of occupational injuries and illness among Washington state workers. Faculty in the department are fully engaged in instruction and mentoring, research grant acquisition (over $20M per year), and service based activities with the state of WA. As a laboratory-based science department, faculty, students, and staff are co-located in the Health Sciences building, as well as at 4225 Roosevelt Way.
DEOHS has an outstanding opportunity for a full-time Assistant to the Chair.
The Assistant to the Chair provides executive administrative support for the Chair of the Department and the department’s faculty Budget and Management leadership team. This position organizes and provides broad project management and oversight of departmental events and meetings; partners with the departmental HR Manager, Administrator, and VISA coordinator on numerous aspects of academic human resources matters; and leads special projects with department-wide impact. The position exercises independent judgment representing and speaking for the Chair and the Department both internally and externally, and independently sets priorities in a high volume, multi-task setting.
Specific duties include the following activities:
Identify urgent and emerging issues; use independent judgment and discretion regarding which issues are appropriate to be brought to the Chair's attention. Compose and monitor communications and follow-up as necessary for project completion or issue resolution.
Manage communications for the Chair; draft letters and memos, and collaborate with Communications Director on internal communications.
Partner with the Chair on special projects, and provide direct executive-level project management support.
Serve as Chair's liaison with the SPH Dean's Office and other University administrative offices.
As directed by the Chair, provide administrative assistance and support to the Associate Chair and three Assistant Chairs.
Maintain confidentiality in all communications.
Serve as back-up to the administrative assistant who manages the Chair's calendar; research, prepare and present necessary background materials to ensure that the Chair has been briefed prior to each meeting or event; identify shifting priorities and help guide the reorganization of the schedule appropriately.
Academic Human Resources:
Manage and staff the three department faculty-focused committees working with the Committee Chairs and members who typically rotate every year to two years. The Assistant to the Chair serves as an important resource for policy and procedure continuity, development, and implementation. Management includes ensuring members are well informed regarding department, school and UW faculty code policies and procedures; overseeing the logistics and ensuring the activities align with the charge; perform tasks and assignments supporting the committee work; and advising on procedures and policy up-dates to department Chair and faculty leadership.
Manage the logistical components of faculty searches, including posting ads in journals, arranging travel/hotels for candidate, scheduling meetings/itinerary for interviews, arranging lunches/dinners, scheduling Recruitment Committee meetings, coordinating job talk/seminar, and conducting onboarding procedures after individual is hired.
Ensure all faculty appointment details into the School’s database and partner with faculty and department Communication team to ensure public website reflects up-to-date biographies.
Draft correspondence on behalf of the Chair related to academic HR matters, including notifications of annual appointment renewals for Adjunct/Affiliate/Clinical appointments, status updates to faculty regarding their promotions, status updates to Assistant Professors regarding their 3-year Reviews, and status updates to Research Faculty regarding their 5-year Reviews.
Prep merit review materials for Annual Faculty Review; draft written summaries of the meetings.
Oversee the Graduate Faculty appointment process (for both new appointments and renewals) including collecting needed materials for faculty meeting, entering information into MyGradProgram, and notifying faculty of approval status.
Collect required materials for Emeritus appointment requests; assign to faculty meeting agenda; draft notification to faculty member on behalf of the Chair.
Assist the department HR Manager with other matters and projects related to faculty affairs.
Participate in the management and development of AHR policies and department business operations.
Event Management and Meeting Coordination:
Independently plan and coordinate selected department events. Determine event content, event promotional strategy, site identification, contract negotiation for services, decorations, technical support, post-event communications, and other duties as needed. Assemble and direct volunteers for events.
Coordinate and schedule monthly faculty meetings; prepare and distribute agendas and minutes; tabulate votes and disseminate results as per protocols; follow up on action items, as appropriate.
Coordinate and schedule DEOHS Budget and Management leadership meetings. Draft internal documentation and notes related meetings, and assist in coordination of activities including strategic planning, retreats, etc.
Coordinate and schedule annual faculty retreat; prepare and distribute agendas and other relevant materials.
Plan and coordinate other routine meetings on behalf of the Chair, including the compilation and distribution of preparatory materials, agendas, information packets, PowerPoint presentations, and meeting minutes. Follow up on action items, as appropriate.
Bachelor’s Degree in Human Resources, Business, Psychology, Communications, or related field
At least 2 years experience with: o Directly supporting a manager or executive o Project management oversight o Event management and meeting coordination o Handling confidential information with tact, discretion, and diplomacy, and to maintain strict confidentiality o Demonstrated ability to solve problems, take initiative, set priorities, and handle multiple projects efficiently and effectively o Strong interpersonal and leadership skills o Demonstrated ability to communicate professionally, clearly, and empathetically in all forms of communications, e.g., verbal and written, one-on-one, and in groups o Excellent writing skills o Experience working independently, and as both a member and leader of a team o High degree of proficiency in Microsoft Office suite o Ability to quickly learn and apply new or unfamiliar technologies
Executive assistant experience in an academic setting
CONDITIONS OF EMPLOYMENT 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.
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