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University of Washington EXECUTIVE ASSISTANT TO THE ASSOCIATE DEAN OF ACADEMIC AFFAIRS in Seattle, Washington

Req #: 189096

Department: COLLEGE OF THE ENVIRONMENT

Posting Date: 04/07/2021

Closing Info: Closes On 04/14/2021

Salary: Salary is commensurate with education and experience.

Shift: First Shift

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 College of the Environment has an outstanding opportunity for an Executive Assistant to the Associate Dean of Academic Affairs. The Executive Assistant will provide high level support to the Associate Dean of Academic Affairs for the College of the Environment Dean’s Office, acting on behalf of the ADAA for communications and outreach. This position will also provide project management support for the Academic Affairs team in areas of managing internal and grant funded projects of the ADAA including areas of teaching and learning best practices, student support, postdoctoral networking and professional development, and community engagement. Other key area of support will be Data Management for AA team.

This position is currently 100% FTE, with 75% state funding and up to 25% research funding. The FTE may fluctuate from 75% FTE to 100% FTE depending on available research funding.

This position is a critical component of the success of the ADAA and is a linchpin of the Academic Affairs team, providing both a public face and persona representing the ADAA while keeping a finger on the pulse of Academic Affairs personnel, projects and goals/objectives.

Functioning in a fast paced, dynamic, deadline driven environment, the EA will draw heavily on project and personnel management skills, problem solving abilities, independent judgement and initiative, priority setting, juggling multiple projects, exemplary professionalism and strict confidentiality, and above all, exercising good judgment.

Responsibilities:

Office of Academic Affairs Duties : •Use knowledge of the responsibilities and priorities of the ADAA and of the college to manage and prioritize all requests. •Maintain a comprehensive tracking system of future meetings and items that require attention and follow up. •Advance and support external grant funding acquisition, management and reporting. •Contribute to the writing, editing of reports, white papers, and peer reviewed publications. •Serve as a liaison for the ADAA with University officials, faculty, staff, students, donors, government officials, and the general public. •Manage on-going projects for the ADAA including recruitment, hiring and management of contractors, facilitation of faculty, students and/or groups towards the timely production of high quality deliverables. •Prepare supporting background materials, agendas, supplies, and technological support for meetings. •Provide support as necessary to the College Curriculum Committee, College Scholarship Committee, College Teaching and Learning Team, College Student Grievance Committee, and other standing and ad-hoc committees and working groups reporting to the ADAA. •Serve as the initial point of contact for all inquiries to the Office of the Associate Dean for Academic Affairs. Use knowledge of the responsibilities and priorities of the ADAA, and of the College, to manage all requests; understand the importance of higher level requests and attend to them immediately or as needed which may/may not require communication with the ADAA. Extensive knowledge of the network of key College and University officials, donor organizations and individuals, required. •Responsible for maintaining the ADAA’s calendar, scheduling of all ADAA meetings, securing meeting space and creating agendas. •Interact directly with the Offices of the President, Provost, Vice Provosts, and Colleges within the University to gather information. Act as a resource for their inquiries and requests. •Implement a wide variety of policies and procedures relating to the office of Academic Affairs.

General Administrative Duties: •Responsible for the ADAA’s travel pertaining to the Dean's Office, ensuring that all relevant materials (e.g. itineraries, flight and hotel arrangements, meeting materials, etc.) are assembled for each domestic and international trip. Responsible for long-term strategic planning of all ADAA travel. •Make purchases for ADAA using a UW ProCard and reconcile monthly ProCard reports. Ensure that procard use of the AA team is correct, and correctly reconciled, independently resolving discrepancies to ensure compliance and accuracy. Evaluate AA expenditures monthly relative to annual budget in coordination with F&A team, and report findings to ADAA. •Manage the ADAA calendar including scheduling all meetings, securing meeting space, and creating agendas. •Perform other duties as assigned.

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) Required Qualifications: •Bachelor's degree. •Three years of progressively responsible experience in administrative support or project management, or two years of executive assistant experience; •Demonstrated experience in multi-tasking in a high pressure (short timeline for product deadlines) environment. •Ability to handle confidential information with tact, discretion, and diplomacy, and to maintain strict confidentiality. •Proven accuracy and attention to detail in work products. •Strong interpersonal skills; ability to maintain a professional demeanor positively supporting the Deans and the Dean's Office at all times. •Excellent written and verbal communication skills. •Ability to work independently and as part of a team, manage priorities, handle multiple projects, problem-solve, exercise good judgment in a dynamic environment, and work with minimal supervision. •Advanced skills with using Microsoft Office Suite, Google Suite, meeting polls, website development, Adobe products, and Citation software. •Previous experience with grant applications and submissions, grant writing, an budgets.

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

Desired Qualifications: •Master's or Professional Degree •Experience working with STEM higher education academic structures, processes, protocols, and strategic initiatives.

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 Workforce 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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