Work in Washington Veterans Jobs

Req #: 239504

Department: SCHOOL OF LAW

Appointing Department Web Address: https://www.law.uw.edu/

Job Location Detail: Eligible for occasional telework; occasional travel off-campus for events

Posting Date: 10/11/2024

Closing Info: Closes On 10/18/2024

Salary: $6,145 - $6,334 per month

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 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.

The School of Law has an outstanding opportunity for an Executive Assistant to join their team.

The Dean’s Office of the School of Law needs confidential executive administrative and events support. The support will include supporting the Dean’s office, student affairs, DEIB and the Washington State Bar Association WLI program which has an external advisory board.

Under the direction of the Associate Dean for Finance and Administration and the Associate Dean for Student Affairs and in collaboration with other staff, this position will support the Dean, Associate and Assistant Deans and WLI program with scheduling, event management, travel arrangements, procurement, reception duties, answering Dean’s Office phone line and help with various office duties as needed.

The Executive Assistant will perform independent work under general direction with minimal supervision in an intense, dynamic, and often stressful environment, and will have complex and politically sensitive interactions with the internal and external law community including alumni engagement.

DUTIES AND RESPONSIBILITIES WLI Coordinator (40%)

• Manages day to day operations for the program such as oversight of program budget, nomination of program, fellows & board for awards, application process, and program communications including the board and fellows reporting and training

• Manages 8-month training course for fellows including scheduling of speakers, communications with participants, travel arrangements, preparation of course materials and course feedback

• Communicates regularly with WLI board members regarding program status, applicant selection process and board meetings

• Manages application process function for the program including daily interactions with applicants, collecting, and organizing applications for review, issuing letters of acceptance, and developing policies and procedures to ensure applicant process is timely and efficient

• Develops communication materials for the program including print materials, advertisements, and social networking campaigns

• Develops reports and maintains all files related to program, including hard copy and electronic, for current fellows and alumni program

• Performs other duties as neededExecutive Support / Event Support (30%)

• In collaboration with the Executive Assistant maintain associate deans’ dynamic calendars and coordinate high-profile meetings with deans, faculty and/or various colleges or administrative units on campus in addition to external stakeholders and instructors. Interact as a liaison between the associate deans and internal and external constituencies representing and advocating for the Dean’s and Associate Deans’ positions. Advise and answer questions based on knowledge of Dean’s and Associate Deans’ views, preferences and actions on numerous student and faculty issues. Compose correspondence on behalf of the Associate Deans. Maintain a high level of professionalism and excellent customer service in managing inquiries, coordinating timely responses, and troubleshooting concerns. Ensure documentation is signed and completed by the Associate Deans in a timely manner.

• Manage reimbursements and travel arrangements and provide planning and support for Dean and Associate Deans’ functions, outside speakers and special events, both on and off campus. Work may involve student activities related to admissions and student affairs.

• Provide back-up coverage in the Dean’s office.

• Independently compose and distribute general correspondence. Analyze incoming correspondence into the School of Law and triage for distribution among the Dean’s Leadership Team.

• Define scope, conduct research, analyze, and prepare information, reports, correspondence, and other materials for use by the Dean, Associate Deans, and other senior staff members. Materials are often of a confidential nature; sensitivity, accuracy, and timeliness are critical to such information.Diversity, Equity, Inclusion and Belonging (DEIB) Support Dean’s office, Admissions and Student Affairs (30%)

• Provide executive-level administrative support to the Associate Dean for Student Affairs, Admissions and DEIB while maintaining a high level of professionalism, discretion, customer service, and responsiveness in dealings with deans, faculty, staff, students, and the public.

• Maintain records, documentation, calendaring, and ensure completion of DEIB projects. Maintain communication links between the Associate Dean and the student, faculty, staff and larger community as assigned.

• Organize, track, and monitor action plans for DEIB strategic goals and track progress against deadlines.

• Maintain repository of DEIB documentation (e.g., action plans and meeting minutes) to ensure information is organized and shared with the community.

• Support Admissions events and activities MINIMUM REQUIREMENTS

• Bachelor’s degree and 2 years of administrative experience with progressive responsibility. Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration. ADDITIONAL REQUIREMENTS

• Advanced knowledge and experience with MS Word, presentation, spreadsheet, email and calendaring software.

• Experience managing events

• Excellent oral and written communications ability including the ability to prepare draft documents as required

• Discretion and the ability to maintain confidentiality.

• Ability to work independently and professionally under the pressure of frequent deadlines in a fast-paced environment, and display flexibility and willingness to assume new tasks or special projects.

• Outstanding customer service and communication skills, and the ability to work with a diverse community.

• Employee may need to work and occasional night or weekend depending on events.

• WSDL required to manage events and to get to locations for events. DESIRED QUALIFICATIONS

• Experience in executive support or communications, donor relations, public relations or a related field is desired.

• Experience working in higher education is desired but not required. 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.