Job Description
For over 160 years, the University of Washington has been a hub for learning, innovation, problem solving and community building. Supporting this legacy and important public mission - with the goal of making the UW the world's greatest public university, as measured by positive impact - guides everything we do in University Advancement (https://www.washington.edu/advancement/) . Bringing together development; alumni and stakeholder engagement; marketing and communications; and advancement operations, we advance the UW's impact by developing meaningful connections that foster pride, advocacy and philanthropic support.
Alumni and Stakeholder Engagement (ASE), working in a collaborative partnership with the UW Alumni Association (https://www.washington.edu/alumni/) , fulfills its mission to advance higher education in the state of Washington and to support the UW through impactful, broad-based engagement with alumni, students, retirees and friends of the University. This starts with creating a culture of belonging within our organization that values the diverse experiences and expertise of our team members, allowing everyone to thrive and to contribute their unique talents as we strive to achieve our shared goals.
Alumni & Stakeholder Engagement has an exciting opening for an Administrative Coordinator. This is a full-time, temporary, union-contracted position lasting for one (1) year.
The Administrative Coordinator provides executive-level administrative and project support for two executive leaders: the Assistant Vice President for Engagement and Assistant Vice President for Marketing and Communications (AVPs). This position also provides general administrative support for the Alumni & Stakeholder Engagement team.
This position is responsible for a broad range of duties, including project coordination, leadership and departmental scheduling and briefing, coordinating day-to-day activities and other administrative functions.
What You Will Do:
Administrative & Scheduling Support 50%
Support the calendar and scheduling needs of two Assistant Vice Presidents. This includes coordinating meetings and events with internal and external stakeholders.
Use sound judgement based on identified priorities and available information when scheduling and rescheduling appointments, as necessary.
Organize team meetings, including logistics, prep materials, meeting minutes and required follow-up items.
Arrange travel and process expense reimbursements for AVPs in a timely manner.
Draft and prepare correspondence, acknowledgments, reports and sensitive communications.
Compile and organize materials for AVPs participation in high-level meetings, including UWAA Board of Trustees sessions.
Provide back-up calendar and administrative support to the Vice President for Alumni and Stakeholder Engagement, as needed.
Project Coordination 30%
Support AVPs in managing and coordinating team-related projects and programs.
Track project timelines, monitor action plans and follow up with team members to ensure deadlines are met.
Assist ASE-wide initiatives and tasks, as assigned.
Research, Analysis and Planning 10%
Contribute to planning, administration and special project management.
Other duties as assigned 10%
Minimum Requirements:
High School or GED AND three years of office or administrative support experience.
Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration.
What You Bring:
Exceptional organizational and project management skills.
Ability to manage complex calendars, coordinate meetings and handle multiple tasks in a fast-paced, deadline-driven environment.
Strong written and verbal communication skills. Ability to express ideas clearly, empathetically and professionally across various formats and audiences.
Proficiency in Microsoft Office Suite for managing correspondence, reports, schedules and presentations.
Attention to detail, accuracy and demonstrated ability to prepare high-quality materials and manage logistics with precision.
Ability to work independently and exercise sound judgment. Adept at setting priorities, solving problems and taking initiative with minimal supervision.
What You Can Expect:
This position is a contract-classified role under the Service Employees International Union 925 ( https://hr.uw.edu/labor/staff-unions/seiu-925/contract ).
Hybrid-work schedule with four days in the office and one day eligible for telework.
Cubicle/open workspace environment that may result in higher noise levels and visual distractions.
Workload and times may vary, including occasional evenings or weekends.
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Compensation, Benefits and Position Details
Pay Range Minimum:
$47,448.00 annual
Pay Range Maximum:
$63,468.00 annual
Other Compensation:
-
Benefits:
For information about benefits for this position, visit https://www.washington.edu/jobs/benefits-for-temporary-per-diem-and-less-than-half-time/
Shift:
First Shift (United States of America)
Temporary or Regular?
This is a temporary position
FTE (Full-Time Equivalent):
100.00%
Union/Bargaining Unit:
SEIU Local 925 Nonsupervisory
About the UW
Working at the University of Washington provides a unique opportunity to change lives - on our campuses, in our state and around the world.
UW employees bring their boundless energy, creative problem-solving skills and dedication to building stronger minds and a healthier world. In return, they enjoy outstanding benefits, opportunities for professional growth and the chance to work in an environment known for its diversity, intellectual excitement, artistic pursuits and natural beauty.
Our Commitment
The University of Washington is committed to fostering an inclusive, respectful and welcoming community for all. As an equal opportunity employer, the University considers applicants for employment without regard to race, color, creed, religion, national origin, citizenship, sex, pregnancy, age, marital status, sexual orientation, gender identity or expression, genetic information, disability, or veteran status consistent with UW Executive Order No. 81 (https://policy.uw.edu/directory/po/executive-orders/eo-81-prohibiting-discrimination-harassment-and-sexual-misconduct/) .
To request disability accommodation in the application process, contact the Disability Services Office at 206-543-6450 or dso@uw.edu .
Applicants considered for this position will be required to disclose if they are the subject of any substantiated findings or current investigations related to sexual misconduct at their current employment and past employment. Disclosure is required under Washington state law (https://app.leg.wa.gov/RCW/default.aspx?cite=28B.112.080) .
University of Washington is an affirmative action and equal opportunity employer. All qualified applicants will receive consideration for employment without regard to, among other things, race, religion, color, national origin, sexual orientation, gender identity, sex, age, protected veteran or disabled status, or genetic information.
