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.

The College of Built Environments is home to over 100 active researchers, and over 65 Principal Investigators (PIs) across our five departments – Architecture; Construction Management; Landscape Architecture; Real Estate; and Urban Design and Planning.  Our scholars actively engage in developing new knowledge and applied understanding in topics ranging from arts and culture to carbon sequestration to historic preservation to urban modeling, with bold thought leadership on the topics of climate adaptation; equity, inclusion and justice; histories, humanities and futures; technology; and health and wellbeing. Our CBE research community is supported by over $5.5 million of research funding per year on average, working with federal, state and local agencies; private firms and foundations; and nonprofits and community organizations. The college has a growing capacity for research with goals to substantially increase funded research. 

The College of Built Environments has an outstanding opportunity for a Administrative Specialist. We are looking for an administrative specialist that will provide program management and administrative support in our efforts to expand CBE research activities.  The Program Administrator will be responsible for supporting CBE Office of Research (CBE-OR) as well as overseeing administrative tasks for the Associate Dean of Research. The CBE Office of Research is a fast paced, dynamic, deadline driven environment that draws heavily on project and personnel management, problem solving abilities, initiative and collaborating with community partnership.  

Under the direction of the Associate Dean of Research (ADR) the administrator will be responsible for:

Advising the ADR on current and emerging college and campus wide issues that require attention.

Providing a high level of project management enabling the accomplishment of strategic goals and tasks.

Proactively briefing and preparing the ADR for scheduled meetings and events.

Maintaining an efficient, timely filings system of both electronic and hard copy materials for CBE-OR.

Providing administrative assistance for the ADR pertaining to scheduling, reimbursement requests and travel arrangements as needed. 

Research, analyze, and prepare materials for committees, programs and projects for CBE-OR. 

Develop, craft and share communications from and about CBE-OR and CBE’s research to UW audiences.

Working closely with the college Executive Assistants and administrators across campuses to coordinate meetings and administrative assistance. 

Manage and communicate internal grant awards.

Supervise up to 1 student employee. Hire, oversee and support.

A successful candidate will project the integrity of the Office of the Dean in all routine and special assignments, duties, and responsibilities.

This position is a critical component to the success of the Associate Dean and the Office of Research, keeping their finger on the pulse of the college and University.  The administrator  is expected to be an essential member of the CBE senior leadership team, anticipating and providing high level analysis and advice to the ADR and CBE research staff on any and all issues. The program administrator must be attuned to the big picture as well as subtle nuances that can advance the Office of Research and the College.

Program management

Serve as confidante and advisor to the ADR, independently analyzing and handling issues and projects and resolving, delegating to assistant deans, directors and chairs, and/or advising the ADRon appropriate action; track and follow up on projects and issues to ensure resolution and completion; provide status reports as requested by the Dean and ADR.

Maintain familiarity with University and college policies and procedures, and when needed support the development and documentation of Policies and Procedures in the college and beyond.

Advise the ADR on matters of importance and make recommendations for action with regard to college strategic priorities.Be alert to situations that require early intervention and attention and determine appropriate response, using independent judgment and discretion, bringing in and collaborating with other decision makers and authorities as needed.  Research special projects and gather metrics as requested by the ADR. 

Act as liaison between the ADR and the full range of internal and external constituents with whom they relate: staff, faculty, students, assistant deans, department chairs, vice presidents and vice provosts, community groups, research groups, etc.

Support the immediate and long-term requirements, responsibilities, and goals of the ADR by providing high-level project management enabling the accomplishment of strategic planning goals and tasks. 

Research, analyze and prepare materials for committees, programs, and projects, and for use by the Dean and/or Associate Deans in resolving complex or sensitive problems.

Plan and implement CBE-OR events with students, staff, faculty in the College, and with external constituents, as needed: including booking rooms, catering, managing registrations and calendars, managing agenda and meeting materials, taking notes, and follow-on administrative tasks as needed.

Assist the ADR In implementation for seed grant programs , including announcing application windows, managing evaluation process, announcing awards, liaising with Finance and Accounting to administer awards, request and manage grantee reports, and plan grantee meetings.

Support ADR in evaluation and metrics for CBE research, including gathering and maintaining records of research activities, outputs, outcomes, and support mechanisms that CBE-OR has implemented.

Support ADR in requesting and managing research-related metrics from other teams in CBE and UW.

Support ADR in developing annual and ad hoc reports for internal and external constituents regarding research activities and outcomes.

Hire, Oversee and Support student assistant in aspect(s) of CBE-OR work as appropriate/applicable.

This role will include managing content on the website: the Funding Opportunities page on the intranet, managing content on the Research Portal including publications

Administration

Facilitate governance bodies and participate in committees within and related to CBE office of Research.

Coordinate and prioritize research-related strategic meetings involving the ADR, the Dean, other University administrators, and colleagues across campus.  Protect confidential and sensitive information as needed.

Represent the ADR and speak for them at all levels throughout the university, scientific community, and the public.

Draft and compose, for the ADR’s’ signature, correspondence and other written and electronic materials. Exercise a high degree of judgment in communicating with all parties. 

Establish and maintain an efficient, timely filing system for storage of both electronic and hard copy materials.

Provide administrative assistance as needed to the ADR including filing of reimbursement requests or coordination of travel arrangements as needed.

Provide administrative support to special projects including but not limited to the College strategic plan and college-wide event planning and logistics.        

Oversee and/or implement other administrative tasks as needed.

Communication

Collaborate on and implement communication strategies and plans for CBE-OR.

Oversee and implement communications for and about CBE-OR, including newsletter, Research Portal, funding opportunities web page, and other intranet pages associated with CBE-OR.

Serve as a point of contact to connect external partners with CBE researchers.

Work closely with Marketing and Communications team to communicate research news, activities and outcomes.

Support ADR and partners to communicate research Policies and Procedures, and to invite feedback in P&P building process, as appropriate/needed.

Collaborate with Marketing and Communications’ web team to maintain and further expand the publications project within the CBE Research Portal, including gathering and entering new publications.

Lead, in partnership with ADR, CBE and UW Advancement teams, the sharing of opportunities, guidelines, and resources related to research funding.

Support ADR in communicating Limited Submissions opportunities to the CBE research community.

Collaborate with ADR to administer and moderate cbe-research listserv and other listservs for CBE research communities.

Communicate with internal and external stakeholders including grantees, other CBE teams, peer units/initiatives, affiliates, and others to build community and productivity.

Connect potential research partnerships and provide guidance and support to researchers as needed.

Support ADR in communications related to All College Meetings.

Required Qualifications

Bachelor's Degree in administration, built environments, research, management or related field

Three years minimum work experience as a program administrator and administrative task or related field.

Highly organized with a professional yet accessible demeanor to represent the Associate Dean independently with tact and discretion.

Highly developed interpersonal skills and a professional demeanor in person, on the phone, and in written communications.

Proven ability to handle sensitive situations and highly confidential information with tact and discretion, diplomacy.

Ability to interact well with persons of diverse backgrounds at all levels of the University and the community to communicate complex policies to others. 

Ability to create and maintain professional relationships both within the unit, the University, and external partners.

Demonstrated skills in writing, proofreading, and communications

Experience with research structures, processes, and protocols

Strong project and time management skills.

Proven accuracy and attention to detail as well as the ability to work efficiently and meet tight deadlines, and to work with minimal supervision.

Ability to work independently, manage priorities, handle multiple projects, problem solve, and exercise good judgment in a dynamic environment.  Ability to anticipate leadership needs and proactively provide necessary support.

Demonstrated proficiency with Microsoft Office applications and Google apps, and ability to adapt to a constantly changing technological environment.

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

Desired Qualifications:

Master’s Degree in related field

Knowledge of higher education academic environment

Ability to organize and integrate material from diverse sources.

Demonstrated ability to be highly service oriented with a strong customer service ethic.

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.