Work in Washington Veterans Jobs

Req #: 233666

Department: CIVIL AND ENVIRONMENTAL ENGINEERING

Posting Date: 04/30/2024

Closing Info: Open Until Filled

Salary: $6,000 - $6,800 per month

Shift: First Shift

Notes: 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. (https://hr.uw.edu/benefits/wp-content/uploads/sites/3/2018/02/benefits-professional-staff-librarians-academic-staff-20230701_a11y.pdf )

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.

POSITION PURPOSE
This position provides high-level administrative and organizational support to the Chair of the Department and to the Department Administrator. The Assistant to the Chair (ATC) will 1) provide executive support to the Chair to include scheduling and management of departmental meetings and votes, 2) manage aspects of academic human resources (AHR) to include: faculty searches, academic appointments, visa processing, promotion and tenure, professorships, and sabbaticals, and 3) organize department events, often in collaboration with other Department and College staff.

Position Complexities: The ATC is expected to exercise independent judgment during performance of duties and to handle materials of a sensitive and/or confidential nature. This position requires frequent and substantive interactions both within and outside of the University. The ATC must be able to develop a thorough knowledge of University, College of Engineering (COE), and departmental policies and procedures and an understanding of department administrative and business activities. The ATC functions as part of a team comprising other main office staff. This position reports to the Chair with dotted line reporting to the Administrator.

Professional development is important to the culture of the department. It is essential that the ATC demonstrates accountability for their own professional growth and competency by seeking opportunities and activities that improve skills to support the Chair and the department. The ATC will stay current on emerging technologies by attending workshops/trainings and developing relationships with peers. It is expected that new ideas will be incorporated into solutions and plans so the department can benefit.

Position Dimensions and Impact to the University: The Department of Civil and Environmental Engineering (CEE) maintains an internationally recognized research program with six research areas, numerous academic programs, and multiple research and testing laboratories spread across five different buildings. Civil and Environmental Engineering continues to be recognized as one of the world's premier programs in our field, with both undergraduate and graduate programs of the department ranking in the top 20 in polls such as US News & World Report, National Research Council, and Gorman Report. The department serves over 700 students annually, and grants bachelors, masters, and PhD degrees. As of April, the department has approximately 40 full-time faculty and over 80 affiliate faculty and lecturers. The department has a large portfolio of programs, including multiple online programs, and a growing number of international exchanges with both Scandinavian and Asian nations.

Diversity is a core value of Civil and Environmental Engineering. We believe the power of diversity enriches all of us by exposing us to a range of ways to understand and engage with the world, identify challenges, and to discover, design, and deliver solutions.

DUTIES AND RESPONSIBILITIES ACADEMIC HUMAN RESOURCES (45%)

• Manage department academic human resources processes for tenure and tenure-track faculty, research faculty, lecturers, and short-term academic appointments such as research associates, acting instructors, visiting scholars/scientists, and VISIT/VISER interns. Create appointment packets, maintain personnel files, administer faculty voting and independently follow through on necessary AHR actions. Interpret University and COE policies and procedures, serving as the subject-matter expert on AHR, International Scholars Operations (ISO), and associated Workday processes for academic appointments. Work closely with the Administrator, HR Manager, and the COE HR office to resolve AHR administrative or pay issues.

• Coordinate visa applications and renewals, including J-1 and H-1B, if appropriate, and troubleshoot issues with International Scholars Operations (ISO) and/or COE HR.

• Manage department Promotion and Tenure process. Collect required documents from various constituents and assemble promotion and tenure dossiers. Must possess strong understanding of both department and COE promotion and tenure policies and processes to converge multiple deliverables. Exercise confidentiality and follow policies in corresponding with reviewers and prepare evaluation materials for internal review.

• Coordinate department faculty searches. Including independent correspondence with candidates, prepare complex interview schedules, scheduling visit itineraries, logistics and travel. Provide administrative support with position requisition and advertisement placement, administrative support to the search committee, search closing and preparation of hiring packets. Coordinate with administrator for recruiting, offers, and all financial portions of AHR.CHAIR SUPPORT (25%)

• Manage the Chair’s schedule: organize activities, schedule and set meetings at the department, college, university community and national level, ensuring that the Chair’s priorities and obligations are met. Prepare supportive background materials for the meetings and provide relevant background details.

• Draft and edit correspondence, memos and reports in a concise and succinct manner for the Chair’s signature, which are often of a confidential and sensitive nature.

• Meet regularly with the Chair to plan and coordinate department initiatives and activities. Organize and keep track of department initiatives and communicate deadlines to relevant parties. Apprise the Chair of priorities and deadlines and formulate recommendations.

• Coordinate with faculty, department committee chairs, and/or department chair in faculty, staff and student award nominations. Stay abreast of submission requirements and deadlines. Plan timelines, correspond with faculty and external letter writers to obtain nomination materials in a timely fashion and submit packets. Work with committee chairs to compile a list of awards and timelines for future reference.EVENTS (15%)

• Independently and in collaboration with other university offices and COE/CEE staff, plan and manage special events, including endowed lectures, among several other department and development functions and events.

• Provide administrative support to guest speakers for external events, making travel arrangements and ensuring their visit goes smoothly and reflects positively on the department.

• Organize internal events such as faculty meetings, visiting committee meetings, the faculty retreat, the holiday party, department mixers, and other non-recurring events that require administrative or logistical support.DEPARTMENT SUPPORT (15%)

• Ex-Officio member of Faculty and Departmental Affairs committee.

• Create and maintain official records to include copying, scanning, and filing in accordance with CEE and University policies.

• Provide administrative support to the Chair and Administrator; assist with special projects.

• Other duties as assigned.Lead Responsibilities:

• Academic Human Resources (AHR) and Chair’s schedule MINIMUM REQUIREMENTS

• Bachelor’s Degree in Business, Administration, or related field.

• Two years of increasing level of administrative experience/responsibility or equivalent education/experience. Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration. ADDITIONAL REQUIREMENTS

• Proven customer service skills with a service and team-oriented approach.

• Must be highly organized, attentive to details, responsive, flexible, and resourceful.

• Ability and willingness to adjust to changing priorities with very short notice as well as the ability to manage multiple projects with varying deadlines.

• Ability to exercise independent judgment and handle confidential matters/materials with discretion.

• Must demonstrate excellent written, oral, and interpersonal communication skills.

• High computer literacy with proficiency in the Microsoft Office suite and the ability to adapt to and use new computer technology and software.

• Values a commitment to inclusiveness and diversity. DESIRED QUALIFICATIONS

• Experience processing academic appointments, knowledge of UW AHR policies and procedures, knowledge of UW ISO policies and procedures, and familiarity with University Handbook/Faculty Code. Application Process: The application process 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 access 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.

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.