Administrative Assistant
University of Washington
Seattle, WA
Full-time
Administration / Clerical
Posted on May 4, 2019
Req #: | 167052 |
Department: | UW BOTHELL |
Job Location: | UW Bothell |
Posting Date: | 05/01/2019 |
Closing Info: | To ensure consideration, Apply By 05/22/2019 |
Salary: | Salary is commensurate with experience and education |
Limited Recruitment: |
Open to UW Employees only
If you are a UW employee and would like to be considered for this position, please login to your UW employee profile to apply. |
Shift: | First Shift |
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 five consecutive years.
The University of Washington Bothell is one of the most dynamic public universities in the state of Washington. We offer a participatory student experience grounded in hands-on learning, close relationships with faculty members as teachers and mentors, and the personalized support of staff who are dedicated to student success. The academic work of the campus focuses on cross-disciplinary research and creative practice, connected learning, and community engagement. UW Bothell’s current enrollment is approximately 5,500 students. More than 90 percent of undergraduates are from Washington State, and approximately half are first-generation college attendees or come from underrepresented groups. Located along wetlands and a river north of Seattle, UW Bothell builds vibrant regional partnerships, creates and disseminates new knowledge, and prepares students for leadership throughout Washington and beyond.
Diversity is a core value of University of WA Bothell. We believe the power of diversity enriches all of us by exposing us to a range of ways to understand and engage with the world, identify challenges, and to discover, design and deliver solutions. To learn more, read our Diversity Statement.
UW Bothell has an outstanding opportunity for an Administrative Assistant.
Reporting directly to the Chancellor, with day-to-day direction from the Executive Assistant to the Chancellor, the Administrative Assistant/Chancellor’s Scheduler position will provide high-level assistance and seamless confidential support to the Chancellor, the Executive Assistant to the Chancellor and the Office of the Chancellor. This position requires a high level of responsibility, self-initiative, good judgment prioritization skills, flexibility, and outstanding work ethic. It requires regular interaction with the Chancellor, Vice Chancellors and other administrative offices, academic programs, faculty, staff, students and visitors, including coordination with senior level staff at UW Seattle and UW Tacoma. The position includes day-to-day management of complex calendars; preparation of daily briefing materials, and development and maintenance of collaborative SharePoint workspaces for committees and workgroups. This position will coordinate executive travel arrangements; compose, edit, and maintain accurate correspondence and records; assist with fiscal activities; and coordinate activities and events as assigned by the Chancellor or the Executive Assistant.
DUTIES AND RESPONSIBILITIES
Administrative Support to the Chancellor
o Proactively manage the Chancellor’s complex calendar, under general direction of the Executive Assistant. This includes assessing priorities and using sound judgment in scheduling and rescheduling appointments and meetings as necessary.
o Anticipate and collect essential information in preparation for the Chancellor’s meetings and daily activities. Responsible for preparing daily briefing materials for the Chancellor and Executive Assistant.
o Arrange the Chancellor’s travel itineraries, including airline, hotel reservations, car rentals and other related activities. Compile and log materials for reimbursement and serve as liaison with other staff to ensure processing in accordance with university policy. Coordinate with other travelers, including Advancement leaders.
o On behalf of the Chancellor, distribute timely and inclusive communications to students, faculty and staff.
o Develop and maintain collaborative work spaces for the Chancellor’s councils and committees using SharePoint and cloud services.
o Provide administrative support as needed for meetings convened by the Chancellor. This may include agenda preparation, transcription, presentation preparation, technical support, and distribution of meeting materials and notes.
General Administrative Support and Special Projects
o Serve as first point of contact for the Chancellor’s office, including answering questions, triaging inquiries and ensuring follow-up.
o Maintain effective (primarily electronic) file management systems for the Chancellor’s Office, including confidential files, in accordance with the University of Washington records management policies.
o Provide administrative support for search processes. This may include committee support, application review, coordination/scheduling of candidates, technical and interview/visit support.
o Assist with drafting correspondence, producing, writing and editing of materials, with a high degree of accuracy and attention to detail.
o Provide updates to the Chancellor’s website, including posting content and establishing links.
o Provide backup fiscal support for purchasing office supplies, procurement card reconciliation, and travel reimbursements. Serve as back-up point person for the Chancellor’s office for the Shared Services program provided by Fiscal and Audit Services.
Event coordination
o Plan, organize, and coordinate events on behalf of the Chancellor’s office; includes collaborating with campus, university and external partners in organizing information, communicating with suppliers, developing program, reserving location and equipment, and purchasing supplies and food.
o Serve as site coordinator for the annual Board of Regents meeting held at the UW Bothell campus. This includes working closely with the Board of Regents staff, as well as campus events and parking staff to plan meeting logistics and provide logistic support during the meeting.
o Coordinate schedules and itineraries for high visibility campus visitors such as city officials, donors, legislators, UW senior leadership, UW Regents, and external board members as needed.
o Independently manage and prioritize special projects as assigned by the Chancellor or Executive Assistant.
o Perform other related duties as assigned.
REQUIREMENTS
o Bachelor’s degree in Business, Communications, or related field.
o A minimum of two years of experience in an administrative support position in a highly complex organization.
o Proven ability to handle sensitive situations and highly confidential information with tact and discretion.
o Proven experience managing complex calendaring and executive travel.
o Demonstrated self-starter and able to manage competing priorities.
o Demonstrated organizational skills and ability to manage projects.
o Ability to work successfully in a team environment, as well as independently.
o Strong interpersonal skills, including effective written and oral communication with diverse audiences.
o Proven ability to maintain harmonious relationships and effectively address sensitive administrative issues.
o Ability to perform successfully in a high volume setting with changing priorities and multiple deadlines.
o Ability to problem solve, be detail oriented, take initiative, anticipate needs, set priorities, manage multiple projects, and exercise good judgment.
o Advanced proficiency with Microsoft Office and experience with website maintenance using a content management system.
o Ability to work with a diverse constituency.
Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration.
DESIRED
o Working knowledge of University of Washington systems and procedures.
o Working knowledge of state ethics policies and rules.
CONDITIONS OF EMPLOYMENT
o Shared office space environment
o Work will be performed across UW Bothell campus
o Must be available to work occasional weeknights and weekends (infrequent).
BENEFITS
As a UW employee, you will enjoy generous benefits and work/life programs. For detailed information on Benefits for this position, click here.
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.
The University of Washington is a leader in environmental stewardship & sustainability, and committed to becoming climate neutral.
The University of Washington is an equal opportunity, affirmative action employer. To request disability accommodation in the application process, contact the Disability Services Office at 206-543-6450 / 206-543-6452 (tty) or dso@uw.edu.
If you are a UW employee and would like to be considered for this position, please login to your UW employee profile to apply.