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The Assistant to the Chair provides executive administrative support to the Chair in the Department of Economics. This position will organize and provide broad project management and oversight of departmental events and meetings. Partnering with the administrator, will provide key support with academic personnel activities and central administrative operations. The position will also manage front office operations, lead special projects as assigned, and assist in managing the department's communication. The ideal candidate will be highly self-motivated, enthusiastic and flexible, with the ability to adjust to evolving program needs.
RESPONSIBILITIES: Executive Support:
Identify urgent and emerging issues; use independent judgment and discretion regarding which issues are appropriate to be brought to the Chair's attention; provide executive summaries of key issues for the Chair; 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 other staff as appropriate on internal communications.
Manage 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 reorganize schedule appropriately.
Partner with the Chair on special projects, and provide direct executive-level project management support.
Serve as Chair's liaison with the College of Arts and Sciences and other University administrative offices.
Maintain confidentiality in all communications.
Oversee and manage building documentation, i.e. room occupancy and square footage and building changes and projects including phone port activation, furniture moving, remodeling projects etc. Provides direction for support staff.
Submit and track facilities request, follow up as necessary to ensure requests are completed in a timely manner.
Issue and track keys, access cards and maintain CAAMS system for building.
Support and coordinate in partnership with the Chair and Administrator office setup for new students, faculty, visitors and staff including computer setup, phone setup and office cleaning.
Event Management & Meeting Coordination:
Plan and coordinate a broad range of department events and seminars, coordinating details with the other departmental staff.? 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.
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.
Assist with internal and external departmental communications.
Assist and provide direction for the departmental newsletter.
Oversee the departmental event calendar.
Assist with social media and website updates for the department.
Other Duties as Assigned:
Back up for the Administrator on payroll and grants management.
Special projects as assigned.
Other duties as assigned.
Bachelor degree, and 1-2 years experience in an executive level support role.
Relationship management experience with proven ability to provide exceptional service, build positive interactions across a variety of high-level leadership positions, and address complex and sensitive customer service and sales relationship issues.
Strong computer skills: Microsoft Office 365 and Google suite; Outlook calendaring and email; Teams; strong skills in creating and formatting PowerPoint presentations, the ability to create and modify Excel spreadsheets, and to produce and edit Word documents; Adobe Acrobat; and manage virtual meeting spaces and digital research.
Excellent verbal and written communication skills.
Experience planning, coordinating and implementing meetings and events, including handling all logistical tasks.
Familiarity with campus-wide offices, administrative contacts, campus structures, policies and resources.
Proven ability to handle confidential with a high level of tact, discretion, and diplomacy.
Seeking candidates with a proven high level of organizational skills, computer knowledge, accuracy and attention to detail.
Track record of successfully managing competing priorities using creativity and judgment.
The ability to anticipate needs and find creative solutions.
This position requires the ability to balance multiple projects, think creatively and strategically, as well as manage day-to-day operations, and have a general knowledge of business operations, policies and procedures.
Ability to work during assigned work hours, 8AM-5PM, Monday through Friday.
May occasionally work evening or weekend.
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.
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