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University of Washington ASSISTANT TO THE OMBUD in Seattle, Washington

Req #: 187624

Department: OFFICE OF THE OMBUD

Posting Date: 02/23/2021

Closing Info: Closes On 03/09/2021

Salary:

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

Shift: First Shift

Notes: 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 for updates

“Onsite work” in the interim will vary for units and for specific positions and will be discussed with candidates during the interview process.

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.

The Office of the Ombud has an outstanding opportunity for an Assistant to the Ombud.

Under the supervision of the University Ombud, the Assistant to the Ombud provides high-level administrative and professional support to the Office of the Ombud, in the areas of business operations; communications and correspondence; records management; and special projects.

A high level of professional discretion is crucial to this position and its interactions with senior UW leadership, members of the wider university community, and the public at large. The Assistant to the Ombud is often the first point-of-contact for visitors to the Office of the Ombud, many of whom are seeking consultation and/or resolution for issues at the university. It is essential for the person serving in this position to keep track of a multitude of issues and employ independent judgement in supporting the office's response to all communications in an appropriate and confidential manner.

The Office of the Ombud serves the entire University of Washington community by providing high-quality, client-focused services for preventing, managing, and resolving conflict at the university in a collaborative and confidential environment. The Assistant to the Ombud, as a representative of this office, correspondingly encompasses this high level standard of service and works to continuously improve the office's internal operations and client service.

Duties & Responsibilities

Office Operations (40%):

• Serves as first point of contact for all who visit the Office of the Ombud. Maintain a high level of professionalism and customer service in managing inquiries to the office and coordinating responses as needed. Manages phone system and on-line scheduling platform in a manner that allows for the appropriate screening, triaging, and escalation of requests. • Independently manages front office business operations: maintaining and ordering supplies and equipment; submitting and tracking IT, surplus, and facilities work requests; and similar project management. • Manages and maintains a records management system in adherence with university guidelines. Works directly with UW Records Management Services to track/manage disposition schedule for historical file and records of the Office of the Ombud and the Conciliation Board. • Tracks and reconciles office expenditures, in accordance with university financial procedures and Executive Office Finance & Administration guidelines. • In the absence of the Ombud, responds to urgent requests for service, acting for the Ombud within service delivery protocols. • Represents the Office of the Ombud in an exemplary manner in all interactions.

Administrative Support (40%):

• Provides executive administrative support to the Ombud and Associate Ombuds in all aspects of case management and resolution. • Manages calendars for Ombud and Associate Ombuds, exercising independent judgement in prioritizing needs and events. • Independently gathers and collates research materials and other relevant background information/forms as needed for meeting/appointment briefings. • Serves as lead for technology needs, working directly with venue managers, IT support, online meeting platforms, and works to find solutions for any barriers that emerge. • Coordinates data and public record requests to ensure responsiveness while maintaining necessary confidentiality. • Prioritizes the Ombud’s incoming correspondence; composes and finalizes communications for review by the Ombud. • Initiates frequent and open communication within the office on issues, project statuses, process improvements, etc.

Special Projects (20%):

• Devises and maintains databases and spreadsheets to track usage of Ombud services. • At the direction of the Ombud, prepares monthly, annual, and ad-hoc summary reports on a variety of subjects. • Initiates report pulls from internal database and conducts analysis to identify trends and support rationale for strategic planning.

Performs other duties as assigned.

Requirements include:

• Bachelor's degree, preferably in business, communications, or related field • Minimum of 2 years' experience in office administration and/or executive assistance

Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration.

Desired:

• Familiarity with the University of Washington and/or higher education administration • Relevant work experience involving dispute resolution • Training and applied experience in project management • Visual design experience with annual reports, PowerPoint presentations

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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