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Academic & Student Affairs provides oversight, fosters collaboration, pilots new ideas, and unifies strategic efforts in and beyond ASA to ensure broad and universal alignment with UW values. ASA highlights and amplifies strategic efforts within ASA and the broader ASA alliance (Graduate School, Office of Minority Affairs and Diversity, Student Life, Undergraduate Academic Affairs, ASA and ASA Advancement) consistent with UW values to create a leading edge student experience. ASA supports faculty in instruction and student access, learning and success and pilots and launches new, strategic efforts and to support unit-led efforts. In supporting the Vice Provost, the Administrative Specialist embodies and furthers the mission of ASA.
We have an outstanding opportunity for an Administrative Specialist to provide special projects and operational support across the Academic & Student Affairs (ASA) organization. ASA consists of the following major units:
• Academic Technologies • Center for Teaching & Learning • Project Management Office • Strategic Initiatives • University Privacy Office • Enrollment Management
In addition, this position serves as the administrative specialist for Academic & Student Affairs, directly managing and coordinating the communications, scheduling, and daily responsibilities of the Vice Provost.
The successful candidate must be able to receive information and requests from a wide range of clients and users of Academic Student Affairs and manage the flow of competing needs for services and to support the appropriate service units within ASA.
A high level of professional discretion is crucial to this position and its interactions with senior UW leadership, members of the wider university community, and the general public. The Administrative Specialist must employ strong problem-solving skills and be capable of managing multiple and competing priorities with frequently tight deadlines skillfully, reliably, accurately, confidentially, and with minimal supervision, while demonstrating discretion and independent judgement in all areas of operation.
DUTIES & RESPONSIBILITIES
Special Projects and Committees – 50%
•Support the development and execution of ASA project activities—this includes identifying, coordinating and facilitating resources and support for projects and other assignments across the entire ASA organization. •Drive effective and frequent communication and collaboration among various ASA; proactively and independently follow up on priorities and issues; acting under delegated authority of the VP, define and execute common goals and processes for optimal efficiency. •Proactively provide regular status reports to the Vice Provost on projects and issues, highlighting key priorities, identifying possible challenges, and making recommendations or presenting solutions. •High level organizational and administrative support for various committees on which the Vice Provost serves and/or chairs (Back to School Task Force, Enrollment Management Strategy committee, among others). These duties include documenting decision-making, tracking next steps, developing and disseminating materials, and directly coordinating meeting logistics. •Directly support the VP and other institutional leadership with UW institutional accreditation process, including comprehensive planning and management of site visits. This requires expert coordination of scheduling and travel logistics, direct management of venue and event details, including the public forums. •Implement internal management systems and/or tools for tracking various initiatives, projects, and other special assignments across the ASA organization.
Executive Administrative Support to the Vice Provost for Academic and Student Affairs – 25%
•Provide executive-level administrative support to the Vice Provost while maintaining a high level of professionalism, customer service and responsiveness in dealings with all ASA clients. This involves direct contact with the deans, chancellors, vice provosts, heads and administrators of major administrative/academic departments, faculty, staff, students and the general public. •Manage communications for the Vice Provost, including: screening and triaging correspondence (mail, email, phone) to the Vice Provost and applying independent judgement in directly responding to questions/requests or escalating to the Vice Provost or other ASA team members as appropriate; draft, proof, and finalize letters and other formal correspondence for the Vice Provost’s signature. •Directly coordinate the day-to-day activities to ensure effective schedule management; initiate and arrange special conferences, meetings, events, and travel. Ensure the Vice Provost is fully briefed on agenda items and has received all required materials. Research and prepare all necessary briefing documents for the VP and anticipate the VP’s needs
Operational Support to Academic & Student Affairs – 25%
•Provide direct operational support to the Center for Teaching & Learning, including: scheduling meetings and coordinating conferences and travel; comprehensive event management of CTL special events and programs (Technology Teaching Fellows, Evidence-Based Teaching, TA Program, Teaching & Learning Symposium and others); and, working closely with Executive Office Business Operations team, managing purchasing/ procurement, travel, and facilities processes for the CTL unit. •Provide support to the ASA team for public records requests, audits, and other requests, including efforts to gather and preserve documents and evidence, prepare reports, and other related administrative activities. •Coordinate and collaborate with Executive Office and ASA colleagues to design and develop unit records management system in accordance with state and UW records retention policies.
•Bachelor’s degree, preferably in communications, liberal arts, or a closely related field. •Minimum three years’ successful professional experience in an administrative support position. •Highly developed interpersonal skills, including excellent written and verbal communication skills. •Strong organizational skills and detail-oriented. •Strong analytical and problem-solving skills. •Ability to research topics/issues quickly and efficiently given limited guidance and direction. •Ability to work independently with a high degree of reliability, accuracy, and productivity. •Ability to work, coordinate, and communicate with different audiences. •Advanced skills with Microsoft Office Suite (i.e., Word, Excel, PowerPoint, Access).
Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration.
•University of Washington experience; experience supporting an executive in a leadership position.
As a UW employee, you will enjoy generous benefits and work/life programs. For a complete description of our benefits for this position, please visit our website, click here.
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 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.
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.