Career Center

As a UW employee, you have a unique opportunity to change lives on our campuses, in our state and around the world. UW employees offer their boundless energy, creative problem solving skills and dedication to build stronger minds and a healthier world.

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. 

Reporting directly to the Dean of the School of IAS, this position fulfills a critical role in providing professional, operational, and executive level administrative and management support to the Dean of Interdisciplinary Arts & Sciences (IAS) at the University of Washington, Bothell. This position develops, implements and assesses the policies and procedures necessary for the day-to- day management of the Dean’s Office; and serves as a communication liaison with campus and IAS leadership, as well as community leaders and alumni. This role requires substantial organizational, problem-solving, and project management skills, as well as individual initiative and excellent judgment and communication skills. This position is a key point of contact for the Dean, supporting professional and productive interactions with campus, university and external communities, including the IAS Advisory Board, community partners, donors and alumni.

RESPONSIBILITIES:

Administrative support to the Dean:

•Manage the Dean’s complex calendar, including working with multiple constituencies to schedule time with the Dean/Associate Deans using Outlook. Keep calendars accurate and allowing for workload. Ensure the Dean is adequately prepared for key meetings with necessary background information and documents.
•Coordinate the scheduling of IAS Leadership Team, Advisory Board, all School, and various ad-hoc meetings. Develop and distribute meeting agendas, presentation materials, and accurate notes (and/or minutes) for monthly and ad-hoc meetings.
•Act as liaison between the Dean and campus and community constituents; screen in-person inquiries and use personal initiative and discretion to respond as appropriate.
•Act independently in making decisions and carrying out actions using initiative and knowledge of IAS and the campus to further the goals, interests, and strategic priorities of the Dean.
•Meet regularly with the Dean to plan and coordinate Dean’s priorities, activities, travel, and/or events.
•Apprise the Dean of priorities and deadlines; formulate recommendations, schedule work plans for accomplishing required tasks on time, and help problem-solve.
•Actively liaise with IAS faculty and staff to ensure clear communications, timelines, and deliverables.
•Maintain appropriate discretion and confidentiality in all communications, both written and oral.

General administrative support, Fiscal management and Project management :

•Work with the Dean in completing special projects on an ad hoc basis.
•Develop and maintain multiple project management tools including GANTT charts, timelines, and work flow.
•Manage project activities (e.g., surveys, focus groups, team meetings, public presentations).
•Work closely with Advancement to support the Dean’s fundraising, community engagement, alumni, industry, and Advisory Board activities.
•Maintain various databases and records management systems pertaining to IAS functions.
•Supervise and coordinate purchasing materials and supplies, including food, for activities, travel and events.
•Assist in schedules for Associate Deans within the School using Outlook calendaring system as requested. Provide meeting and event support to Associate Deans as needed.

Supervise, recruit, train, and evaluate staff and students:

•Recruit, train, and supervise up to two student assistants per academic year and hourly staff if needed.  Assign and review work.
•Establish and modify working hours as needed.
•Review and approve timesheets.
•Although no staff positions currently report to this position, staff supervision may be likely in the future.
• Other duties as assigned.

MINIMUM REQUIREMENTS:

•Bachelor's Degree in Communications, Business Administration, or related field. Equivalent appropriate experience may substitute for this requirement.
•Two years’ experience working as executive level assistant or equivalent appropriate experience.

Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration.

ADDITIONAL REQUIREMENTS:

•Experience working in a diverse environment with executive and senior level Deans and Directors or equivalent.
•Proficient with Microsoft Office Suite and presentation software.
•Excellent written and verbal communication skills with exceptional interpersonal and team communication skills to succeed in a highly collaborative and professional work environment.
•Demonstrated ability to work with internal and external diverse constituents including students, faculty, staff, and the community.
•Experience providing complex committee support.
•Highly organized, performance-oriented, and able to work under pressure and work independently with a high degree of reliability, productivity, and efficiency.
•Proven ability to handle executive-level confidential information with a high degree of tact, discretion, and diplomacy.
•Exemplary customer service skills.
•Event planning experience desired

DESIRED:

•Knowledge and/or experience in the University of Washington systems.

WORKING CONDITIONS:

•Shared office space environment.
•Work will be performed across UW Bothell campus.
•Must be available to work occasional weeknights and weekends (infrequent).

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.