University of Washington ADMINISTRATIVE SPECIALIST in Seattle, Washington
Req #: 191452
Department: COMPLIANCE & RISK SERVICES
Job Location Detail: U District
Posting Date: 06/10/2021
Closing Info: Open Until Filled
Salary: Salary and benefits are competitive. Salary is commensurate with qualifications and experience.
Shift: First Shift
Notes: This position is posted Open until Filled, however, to ensure consideration, please apply by June 23, 2021.
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. Compliance & Risk Services has an outstanding opportunity for an Administrative Specialist. Reporting to the Executive Director for Compliance Services, with day-to-day management delegated to the Title IX Coordinator and the Program Manager for the Coordinated Compliance and Enterprise Risk Management Program, the Administrative Specialist provides comprehensive operational and administrative support for the Office of Compliance Services, which includes: • Office of the Title IX Coordinator • Office of the ADA Coordinator • The Hearing Officer • University Complaint Investigation and Resolution Office/Title IX Investigation Office (UCIRO) • Coordinated Compliance and Enterprise Risk Management programs. This position also provides comprehensive operational and project support to the entire Compliance & Risk Services (CRS) department as well as direct executive administrative support to the CRS head, the Executive Compliance and Risk Officer. This position requires competence in a diverse set of administrative, organizational, project, and support skills, and the incumbent will be expected to acquire a working knowledge of the day-to-day operations and responsibilities of the Executive Compliance and Risk Officer, the Executive Director, Compliance Services, and all programs within the Compliance Services department. The Administrative Specialist reports to the Executive Director of Compliance Services, and also will work collaboratively with the Executive Compliance and Risk Officer and all CRS staff, with frequent interactions with Compliance Services program heads. Must have strong organizational and communication skills and the ability to prioritize a diverse workload and collaborate across a large team to help drive the success of the Executive Compliance and Risk Officer, the Executive Director, Compliance Services, and the programs of the Compliance Services department. Requires an excellent working relationship with colleagues, and an eagerness to provide effective solutions and support, an optimistic and flexible approach, and the initiative to learn and master new skills and create effective systems and protocols. This position has University-wide visibility and responsibility for performing and managing professional level administrative functions that are essential to the responsibilities, projects, and operations of the work of the Executive Compliance and Risk Officer, the Executive Director, Compliance Services, the University’s enterprise risk management (ERM) program, the University’s Title IX Coordinator’s Office and related initiatives, and other programs of the Compliance Services department that have broad University-wide impact. DUTIES & RESPONSIBILITIES CRS Operations & Special Projects Management (40%) • Partner with the Executive Compliance and Risk Officer and the Executive Director, Compliance Services, in monitoring and managing projects and related activities, including: implementing internal management systems and/or tools for tracking various initiatives, projects, and other special assignments across the CRS organization; proactively providing regular status reports to the Executive Director and other CRS leadership on projects and issues; and highlighting key priorities, identifying and analyzing possible challenges, and making recommendations or presenting solutions; • Establish and maintain a strong network of working relationships across the organization—including administration, units, faculty, staff, and students—to drive effective and frequent communication and collaboration across the department to accomplish activities, support initiatives, and process improvement projects; • Coordinate and support University-wide committees including the Title IX Steering Committee, the ADA and Accessibility Steering Committee, Title IX working committees, Enterprise Risk Management Executive Group and various task forces and subcommittees to those bodies; • With guidance from and close collaboration with the Executive Office HR team, manage CRS staff recruitments ensuring compliance with UWHR policies and standards as well as Executive Office HR best practices; • Directly and independently manage CRS’s internal departmental onboarding processes; • Consult with Executive Office Business Operations team to facilitate purchasing/procurement for CRS's internal operations. Compliance Services Operations (35%) • Provide direct operational support for the Office of the Title IX Coordinator, including supporting the Title IX Education and Prevention University-wide program: implementing updates to content in the online course; applying independent judgement, triaging and responding to inquiries regarding TIX courses or escalating as appropriate, managing recordkeeping and development of reports, and referrals for additional training options; ensuring data integrity needs are met through database oversight, including the cadence and accuracy of data entry and management of timely and accurate reporting; • Provide day-to-day management of the Title IX Safety Assessment record-keeping processes and reporting needs as well as managing records retention protocols and schedules for Compliance Services’ programs; • Support University-wide education and outreach efforts of Compliance Services programs; exercise a high degree of judgment in communicating with all constituents; • Assist with annual reporting needs. Operational and Administrative Support to Compliance Services Staff and Executive Compliance & Risk Officer (25%) • Directly coordinate the day-to-day activities of Compliance Services leadership team (including Executive Director for Compliance Services, Title IX Coordinator, Deputy Title IX Coordinator and other program heads) to ensure effective schedule management; initiate and arrange special conferences, meetings, events, and travel; • Manage communications for the Executive Officer, including: screening and triaging correspondence (mail, email, phone) and applying independent judgement in directly responding to questions/requests or escalating to the attention of the Executive Officer or other CRS team members as appropriate; draft, proof, and finalize letters and other formal correspondence for the Executive Officer’s review and signature; • Manage the Executive Officer’s complex and issue-sensitive schedule, including evaluating the need to reschedule, postpone or relocate meetings, based on changing priorities and emerging issues; independently screen and prioritize all meeting requests and highlight, investigate and summarize key information for review; • Maintain a clear understanding of all programs/projects operating under the Executive Officer’s purview in order to provide effective administrative support; • Work closely and collaboratively with other members of CRS to ensure coordinated administrative support throughout the organization. Other duties as assigned. Requirements include: • Bachelor’s degree, preferably in Business Administration or a related field • Minimum of three years of professional experience in an administrative or operational role. • Expertise using Microsoft Office and Google standard software for document production, email, calendar management, file sharing and presentations • Strong customer service orientation and ability to provide efficient response to time-sensitive requests • Outstanding oral communication skills • Excellent written communication skills, with special attention to spelling and grammar • Expertise in following administrative procedures and compliance requirements • Meticulous organizational skills and ability to manage details • Ability to exercise sound judgment in making decisions • Demonstrated ability to carry out responsibilities effectively while maintaining a high level of discretion and confidentiality • High level of diplomacy and tact • Ability to maintain high-quality, accurate work while working in a high-pressure environment with tight deadlines • Self-motivated and focused while demonstrating a positive demeanor • Demonstrated ability to collaborate and work well with people throughout all levels of an organization
Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration. Desired: • At least 3 years’ experience supporting an executive or senior leader at the University of Washington • At least 1 year project management experience 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-academi-staff-20210208.pdf) 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 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.
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.
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