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University of Washington ASSISTANT TO THE DEAN in Seattle, Washington

Req #: 187434

Department: UW BOTHELL: SCHOOL OF STEM

Posting Date: 02/23/2021

Closing Info: Open Until Filled

Salary: Salary and benefits are competitive. Salary is commensurate with qualifications and experience.

Limited Recruitment: Open to UW Employees only

Shift: First Shift

Notes: As a UW employee, you will enjoy generous benefits and work/life programs. For detailed information on Benefits for this position, click here. ( https://hr.uw.edu/benefits/wp-content/uploads/sites/3/2018/02/benefits-professional-staff-librarians-academi-staff-20210208.pdf)

The University of Washington is following physical distancing directives from state and local governments as part of the collective effort to combat the spread of COVID-19. Click HERE (https://www.washington.edu/coronavirus/?utm_source=uwhp&utm_medium=tiles&utm_campaign=covid-safe-start) for updates.

Work is ordinarily performed in an office environment but may be performed remotely depending on health and safety requirements under the COVID-19 pandemic.

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. All of which has allowed the UW to be nationally recognized as a “Great College to Work For” for six consecutive years.

Located in the heart of the Puget Sound region, the University of Washington Bothell is one of the most dynamic public universities in the state of Washington. The campus is committed to increasing access to an excellent UW education and preparing students to be leaders throughout Washington and beyond.

UW Bothell provides students a participatory, cross-disciplinary experience grounded in hands-on learning, community-based research, close relationships with faculty as teachers and mentors, and the personalized support of staff who are dedicated to student success.

The campus offers more than 55 undergraduate and graduate degrees. Current enrollment is approximately 6,000 students. More than 90 percent of undergraduates are from Washington State, more than 40% are first-generation college attendees, and more than half are students of color.

The University values hiring faculty and staff who have demonstrated experience and ability to work successfully with diverse student populations and who can contribute to a campus culture that promotes equity among colleagues.

Diversity and inclusion are core values at UW Bothell. Our work begins with the acceptance and celebration of the differences that are represented through the many diverse and minoritized communities on our campus and in the surrounding community. We recognize that we are bound together in a collective experience and that our actions impact all in our community. When we focus on the lives of the most marginalized groups among us, we also create conditions of equity, justice and academic excellence for everyone.

The three priorities of the University’s current Strategic Plan - Increasing Access, Achieving Excellence (https://www.uwb.edu/chancellor/strategic-plan) are to: strengthen diversity and equity, enhance community and campus engagement, and advance cross-disciplinary teaching and scholarship.

In addition to having award winning faculty and staff, UW Bothell has been recognized for innovations in academic programming and support services designed to help students graduate on time and debt-free. It has also earned both recognition and awards for its work in the area of environmental sustainability.

Reporting directly to the Dean of the School of STEM, this position fulfills a critical role in providing professional, operational, and executive-level administrative and management support to the Dean of the School of Science, Technology, Engineering & Mathematics (STEM) at the University of Washington, Bothell. This position develops, implements, and assesses the policies and procedures necessary for the day-to-day management of the Dean’s Office; and serves as a communication liaison with campus and STEM leadership, as well as community leaders and alumni. This role requires substantial organizational, problem-solving, and project management skills, as well as individual initiative and excellent communication skills.

RESPONSIBILITIES: Administrative support to the Dean: • Manage the Dean’s calendar, including working with multiple constituencies to schedule time with the Dean/Associate Deans using Outlook. Keep calendars accurate and allowing for the workload. Ensure the Dean is adequately prepared for key meetings with necessary background information and documents. • Coordinate the scheduling of STEM Executive Team, Faculty Council, Advisory Board, all School, and various ad-hoc meetings. Develop and distribute meeting agendas, presentation materials, and accurate notes for monthly and ad-hoc meetings. • Act as liaison between the Dean and campus and community constituents; screen in-person inquiries and use personal initiative and discretion to respond as appropriate. • Act independently in making decisions and carrying out actions using initiative and knowledge of STEM and the campus to further the goals, interests, and priorities of the Dean. • Meet regularly with the Dean to plan and coordinate Dean’s priorities, activities, travel, and/or events. • Apprise the Dean of priorities and deadlines; formulate recommendations, schedule work plans for accomplishing required tasks on time, and help problem-solve. • Actively liaise with STEM academic division leaders, faculty, and staff to ensure clear communications, timelines, and deliverables. • Maintain appropriate discretion and confidentiality in all communications, both written and oral.

General administrative support, Fiscal management, and Project management: • Work with the Dean in completing special projects on an ad hoc basis. • Develop and maintain multiple project management tools including GANTT charts, timelines, and workflow. • Manage project activities (e.g., surveys, focus groups, team meetings, public presentations). • Work closely with Advancement to support the Dean’s fundraising, community engagement, alumni, industry, and Advisory Board activities. • Maintain various databases and records management systems pertaining to STEM functions. • Supervise and coordinate purchasing materials and supplies, including food, for activities, travel, and events. • Assist in schedules for Associate Deans within the School using Outlook calendaring system as requested. Provide meeting and event support to Associate Deans as needed.

Supervise, recruit, train, and evaluate staff and students: • Recruit, train, and supervise up to two student assistants per academic year and hourly staff if needed. Assign and review work. • Establish and modify working hours as needed. • Review and approve timesheets. • Although no staff positions currently report to this position, staff supervision is likely in the future. • Other duties as assigned.

MINIMUM REQUIREMENTS: • Bachelor's Degree in Communications, Business Administration, or related field. Equivalent appropriate experience may substitute for this requirement. • Two years’ experience working as executive-level assistant or equivalent appropriate experience. • Experience working in a diverse environment with executive and senior-level Deans and Directors or equivalent. • Proficient with Microsoft Office Suite and presentation software. • Excellent written and verbal communication skills with exceptional interpersonal and team communication skills to succeed in a highly collaborative and professional work environment. • Demonstrated ability to work with internal and external diverse constituents including students, faculty, staff, and the community. • Experience providing complex committee support. • Highly organized and able to work under pressure and work independently with a high degree of reliability, productivity, and efficiency. • Proven ability to handle executive-level confidential information with a high degree of tact, discretion, and diplomacy. • Exemplary customer service skills.

Equivalent education and/or experience may substitute for minimum requirements.

DESIRED: • Knowledge and/or experience in the University of Washington systems. • Event planning experience desired.

Conditions of employment: • Shared office space environment. • Work will be performed across UW Bothell campus. • Must be available to work occasional weeknights and weekends (infrequent).

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 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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