ADMINISTRATOR

University of Washington   Seattle, WA   Full-time     Administration / Clerical
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Posted on July 8, 2020
Req #: 180472
Department: MUSIC
Job Location: Seattle Campus
Posting Date: 07/07/2020 
Closing Info: Open Until Filled 
Salary: Salary and benefits are competitive. Salary is commensurate with qualifications and experience. 
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.

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.


Although open until filled, priority application date is July 20, 2020.  

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.

The School of Music provides a variety of musical degree programs, with faculty and students who teach, publish research, issue recordings, and present public concerts. Their scholarship and performance advances and broadens the educational mission of the university and fosters a collaborative and diverse workplace.  The School of Music Administrator ensures that they are able to continue and succeed in these efforts.  The Administrator reports to the Director of the School of Music as the chief administrative support responsible for managing daily operations of the School.  Music has 50 faculty (permanent and temporary) and 18 staff members serving approximately 100 undergraduate majors, 100 graduate students and numerous non-majors enrolled in courses. The Administrator acts independently and responsibly, given general direction from the School’s Director and within the University's policies and procedures; responsibilities include general administration, business planning, financial management, personnel, facilities support, research project support, development, and other functions as necessary.  Specific duties include:

Financial Management
  • Manage $10 million annually in revenue. This includes over $6 million in state support, $2.5 million in gifts (including endowments, all associated operating funds, and current use funds), $800k in self-sustaining funds, $20k in RCR funds, and $12k in grants and contracts.
  • Oversight of all revenue streams, including tracking expenditures, verifying balances, and providing monthly budget reports.
  • Create and maintain financial projections, forecasts and analyze spending patterns in monthly reports.Alert Director to potential deficits or unusual expenditure patterns.
  • Complete and submit financial reports and forms to the Dean’s Office on behalf of the School
  • Create ad hoc reports and provide financial information as requested by the School Director.
  • Project annual revenue from endowed funds, provide guidance on allowable uses of endowed and current use gift funds and ensure funds are expensed in a timely fashion.
  • Supervise and manage fiscal staff who reconcile budgets, create and maintain monthly financial reports.
  • Work with Advancement and marketing staff to ensure gifts are transmitted and acknowledged in a timely fashion.

    Human Resources
  • Directly supervise 12 permanent staff.
  • Supervise occasional hourly staff as needed.
  • Provide guidance to all other staff and staff supervisors regarding HR policies.
  • Ensure that all applicable policies and regulations regarding personnel are followed (e.g. hiring; assigning, reviewing and approving work, training, performance evaluation, disciplinary actions).

    Daily Operations
  • Oversee daily operations of the School associated with Workday/payroll, procurement, accounts payable and receivable and other administrative functions, including scholarship disbursement to students.
  • Serve as the liaison to the College of Arts and Sciences Administrative Support Team, which provides Workday/payroll transactional support.
  • Work with fiscal staff on all payment to individuals, procard, procurement and reimbursement functions.
  • Provide guidance to the School community regarding UW, state and federal policies and procedures that impact School activities.
  • Review business processes in tandem with other members of the senior staff to ensure the best service to the School community.

    Facility
  • Oversee facilities within the School of Music building (practice rooms, Brechemin auditorium, instructional space, etc.)
  • Ensure compliance with UW, state and federal regulations related to equipment and materials used in studios, appropriate safety training for Music faculty, staff and students.
  • Oversee facilities maintenance and liaison with appropriate campus units such as Facilities Services.
  • Work with the School director on facility projects and upgrades, ensuring they are completed on budget and on time.

    Research Support
  • Manage grants (pre- and post-award).
  • Assist faculty with grant submissions, including budget preparation, internal and external electronic forms and sponsor reports.
  • Oversee research budget reconciliation and preparation of monthly reports.
  • Provide guidance to investigators and staff regarding federal, state and university grant policies and procedures.
  • Work with fiscal office on fiscal procedures enabling prompt responses to investigators’, the Chair’s and campus administration’s requests and to assure compliance with federal, state and university policies.

    Other duties as assigned by the Director

    JOB REQUIREMENTS:
  • Six to eight years’ progressively more responsible administrative experience at an educational institution and/or government agency.
  • Demonstrated experience managing annual funds totaling at least $3 million dollars
  • Demonstrated collaborative work style and ability to work well in a diverse workplace
  • Demonstrated experience in budget projection
  • Demonstrated experience hiring and supervising staff
  • Demonstrated problem solving and analytical skills
  • Ability to analyze large data sets
  • Strong written, digital and oral communication skills, including tact, diplomacy, and discretion
  • Ability to work independently, professionally, and proactively with a high degree of reliability and accuracy
  • Agility and adaptability to new situations
  • Proven organization and multi-tasking skills in a fast-paced, demanding environment

    DESIRABLE SKILLS OR EXPERIENCE:
  • Experience in an R-1 academic institution
  • Experience with UW systems
  • Experience managing complex facilities
  • Curiosity and imagination

    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.
  • Committed to attracting and retaining a diverse staff, the University of Washington will honor your experiences, perspectives and unique identity. Together, our community strives to create and maintain working and learning environments that are inclusive, equitable and welcoming.

    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.