Job Description
The Executive Office of the President & Provost has an outstanding opportunity for an Administrative Specialist for Special Projects and Executive Assistance to the Senior Director to join their team.
About this Opportunity
Reporting to Senior Director for Finance, HR, and Administration for the Executive Office (EO) of the President and Provost, the Administrative Specialist provides management and oversight of special projects as well as high-level administrative and professional support to the Senior Director and members of the Executive Office Finance and HR Management Teams. As a member of the Executive Office of the President and Provost, this position is expected to work closely and collaboratively with members of the EO to ensure seamless support and smooth operations. The EO Finance and EO HR teams support a budget of $50+ million and total headcount of 800+ ongoing and temporary positions under the Executive Office organization, which includes the following portfolio of units:
Vice Provost units:
Academic Personnel & Faculty
Academic Strategy & Affairs
Enrollment Management (which includes Admissions, Financial Aid, International Student Services, and Registrar)
Vice President unit: Campus Community Safety (which includes Emergency Management, Husky Assist Mobile Response, SafeCampus, and UW Police Department)
Executive Office of the President & Provost units:
Environmental Health & Safety
Health Sciences Services
Internal Audit
Ombud
Strategic Initiatives Office
University Policy & Rules
UW Investment Company (UWINCO)
Attorney General's Office
Board of Regents
Office of Shared Governance
The successful candidate must manage multiple and competing priorities--with frequently tight deadlines--skillfully, reliably, accurately, and confidentially while demonstrating discretion and independent judgement in all areas of operation. Input and demand come from multiple directions, people, organizations, and activities. Managing this breadth and complexity requires a good working relationship with colleagues, excellent communication and organizational skills, an ability to deal with the unexpected, an acceptance of a certain level of stress, an ability to maintain an optimistic outlook, a capacity for innovation, and a willingness to embrace change and process improvement.
The Executive Office of the President and Provost interacts with the diverse units of the university as well as external constituents and partners from local, national, and international institutions and communities. This highly visible office strives to provide exceptional and professional service to all who request assistance from the University of Washington. The Administrative Specialist, as a representative of Executive Office, correspondingly encompasses this high level of service.
This position is hybrid-eligible, with an expectation of at least 3 days onsite, but may be required to shift in-office days to meet the needs of the Executive Office. Standard work schedule is Monday - Friday, 8 am to 5 pm.
Key Responsibilities
Special Projects Management (50%)
Under the guidance of the Senior Director, manage executive search coordination and logistics. Executive searches are high-impact/high-visibility initiatives requiring professional tact and discretion in all communications and actions. This position provides lead coordination by working directly with the Executive Office team, search advisory committee co-chairs, committee members, executive search firm, and other internal and external stakeholders. Position will be expected to provide sound guidance and independent judgement in communicating recruitment policies and procedures aligned with HR requirements. An extremely high-level of confidentiality and professional discretion given the position being recruited or reviewed is senior leadership and have high impact across the entire institution Specific duties include: complex meeting coordination and scheduling, especially planning multi-day campus visits for finalists; drafting and disseminating communications; staffing meetings and tracking follow up actions; receiving and triaging inquires related to the search; and other duties/assignments that may emerge as part of the search process. Position may manage multiple concurrent searches, thus requiring an extremely high level of organization, attention to detail, and time-management skills.
Provide high level administrative and logistical support for 5-year leadership reviews of vice provosts and vice presidents which the Senior Director leads and partners with the Assistant Vice President for Total Talent Management. Provide sound guidance and independent judgement in communicating and carrying out various HR/personnel-related actions and processes as part of the review. Communicate with tact and discretion and coordinate with a wide range of internal and external constituents representing the Senior Director, President, and Provost.
Provide high level organizational and administrative support for the Administrators Council which the Senior Director leads. Duties include documenting decision-making, tracking next steps, developing and disseminating agenda and materials, and directly coordinating meeting logistics.
Manage other special projects and initiatives as assigned. Initiate frequent and open communication with the Senior Director and other EO team members on issues, project statuses, process improvements, etc. Exercise good judgement and professional discretion in dealing with sensitive issues and/or senior leadership.
Executive Assistance to the Senior Director (40%)
Provide administrative support to the Senior Director, requiring a clear understanding of all programs, projects, initiatives, and priorities operating under the Senior Director's purview; utilize independent judgement in prioritizing tasks and assignments to meet immediate and long-term action items; proactively and independently manage an active calendar of appointments; coordinate meeting logistics and handle all technology set up; research and organize meeting materials on an as-requested basis.
Manage communications as assigned by the Senior Director; may include screening and triaging correspondence, applying independent applying independent judgement in directly responding to questions/requests or escalating to the Senior Director or other EOSE team members as appropriate; draft, proof, and finalize letters and other formal correspondence for the Senior Director's signature.
Directly coordinate day-to-day activities to ensure effective schedule management; initiate and arrange special conferences, meetings, events, and travel. Ensure the Senior Director is fully briefed on agenda items and has received all required materials. Research and prepare all necessary briefing documents for the Senior Director and anticipate the Senior Director's needs.
Process Improvement and Business Continuity (10%)
Lead process improvement and business continuity efforts for the Executive Office (EO) Shared Environment. Incumbent will be delegated a level of authority to make decisions to support business continuity goals which affect EOSE operations for the portfolio of 15 major units, $50+ million budget, and a headcount of over 800 staff and student employees. Specific duties may include: providing support for EO Finance transactions and reconciliations; managing EO Finance and EO HR filing as assigned; providing calendaring/meeting coordination to EO Associate Directors.
Regularly exercise independent judgement and discretion in managing business continuity efforts for EOSE operations and policies. On behalf of the Senior Director, drive effective and frequent communication and collaboration among various EOSE team members; proactively and independently follow up on priorities and issues; acting under delegated authority of the Senior Director, define and execute common goals and processes for optimal efficiency. Manage updates to the Executive Office Shared Environment's forms, webpages, and internal user guides.
Proactively provide regular status reports to the Senior Director on projects and issues, highlighting key priorities, identifying possible challenges, and making recommendations or presenting solutions.
Required Qualifications
To be considered for this opportunity your application must demonstrate you meet both the minimum qualifications and additional qualifications listed below. Equivalent education and/or experience may substitute for minimum qualifications except when there are legal requirements, such as a license, certification, and/or registration.
Minimum Qualifications
Bachelor's degree
Two years of administrative support experience, especially at a senior or executive leadership level.
Additional Qualifications
Excellent skills in composing, editing written correspondence and complex documents including but not limited to: merging and sorting, integrating text with graphics, spreadsheets and data base files, upload/downloading, etc.
Full proficiency in Windows and Microsoft O?ce.
Excellent organizational, time management, and interpersonal skills, including strong attention to detail. Must be able to manage competing priorities in a fast-paced, high profile environment.
Excellent communication skills, both written and verbal.
Working knowledge of communications technology tools and other resources (AV equipment, Zoom, Google Drive, Sharepoint).
Ability to remain composed during high pressure situations, and provide excellent customer service under all circumstances.
Demonstrated ability dealing with sensitive information and maintaining confidentiality.
Preferred Qualifications
Experience working within a large, complex, and/or de-centralized organization.
Additional years of administrative support experience preferred.
Compensation, Benefits and Position Details
Pay Range Minimum:
$72,000.00 annual
Pay Range Maximum:
$80,400.00 annual
Other Compensation:
-
Benefits:
For information about benefits for this position, visit https://www.washington.edu/jobs/benefits-for-uw-staff/
Shift:
First Shift (United States of America)
Temporary or Regular?
This is a regular position
FTE (Full-Time Equivalent):
100.00%
Union/Bargaining Unit:
Not Applicable
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.
