ASSISTANT TO THE CHAIR

University of Washington   Seattle, WA   Full-time     Education
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Posted on March 11, 2020
Req #: 174796
Department: ELECTRICAL & COMPUTER ENGINEERING
Job Location: Seattle Campus
Posting Date: 02/28/2020 
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.

Please note that this position has been re-posted.  If you have already submitted your application, you need not submit it again, as it has already been received.  

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 Electrical and Computer Engineering Department at the University of Washington - a top ranked research and education program located on the main UW Seattle Campus – is looking for a highly motivated individual to join our team. At UW ECE, we cultivate innovation and inspire through high-impact research. We educate and develop tomorrow’s leaders to help solve the world’s biggest challenges.

Comprised of over 50 tenured/tenure track, research and teaching faculty and more than 900 students across our four programs, ECE is the largest degree producer and second largest department in the UW College of Engineering. We work on cutting edge projects that address complex world challenges in health, energy, technology and the environment and have led to significant research and education grants.

We strive to build and maintain a culturally diverse community and encourage applications from women and minority candidates.  The 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, sex, age, status as protected veterans, or status as qualified individuals with disabilities.

The ECE Department currently has an exciting opening for our Assistant to the Chair Role. The primary purpose of this position is to provide comprehensive administrative and operational support to our Department Chair. Under direction from the Department Chair, this position manages all faculty related human resources management, such as faculty hiring, appointment/reappointment processing, summer hiatus etc.  Will also provide administrative and operational support to the Administrator as needed. Use independent judgment and decision-making skills in the management of the activities of the Chair and in meeting departmental priorities. Field questions based on knowledge of the Chair's views and the current aims and mission of the department. Use discretion and diplomacy in expressing the views of the Chair, and deal with all issues in a confidential and discrete manner. Research and track the Chair's requests of action on on-going projects and assignments. Keeps the Chair up-to-date on all issues and activities of current interest and concerns regarding the department, College of Engineering and University.

ADMINISTRATIVE SUPPORT - 90%
  • Act as a liaison for the Chair with key University officials, faculty members, staff, students, industrial contacts, foundations, government representatives, and the general public. Gather data relevant to the Department and prepare project surveys and/or summaries and reports as requested.
  • Manage the Chair’s schedules: organize activities, schedule and set meetings at the Department, College, University, Community and National levels, ensuring that the Chair’s priorities and obligations are met.
              -Prepare supportive background materials for the meetings and provide relevant background details.
  • Book flights, register for conferences, reserve hotels and car rentals (as necessary) for Chair’s travel.
              -Prepare travel folder with necessary and helpful documents for Chair’s travel.
              -Prepare and submit all necessary travel reimbursements for the Chair.
  • Screen and prioritize the Chair’s incoming mail and inquiries, and forward, if applicable to the appropriate individuals.
  • Compose and edit correspondence, memos and reports in a concise and succinct manner for the Chair’s signature, which are often times of a confidential and sensitive nature.
              -With approval from the Chair, send from Chair@ece.uw.edu
  • Organize and maintain the Chair’s files, central Department files, and faculty personnel records in accordance with Departmental priorities and University Records Center policy.
  • Manage Department academic human resources appointments and renewal process for tenure/tenure-track and research faculty, lecturers, Part-time lecturers, adjunct, affiliate, Emeritus and graduate faculty appointments.
  • Manage teaching evaluations, peer teaching reviews, faculty awards, paid professional leaves (sabbaticals) and retirements.
  • Track mandatory review and promotion dates in addition to coordinating faculty promotions and tenure dossiers/process.
  • Coordinate renewals of non-tenure-track appointments (Spring).
  • Organize and coordinate the process of faculty and Department chair searches all the way from initial job posting through final hire and relocation of successful candidates.
              -Using Interfolio to post the job, and assign review committee.
  • Coordinate permanent residency issues, visa applications and renewals for all foreign faculty members.
  • Schedule and organize standing meetings, prepare agendas and minutes.
              -Bi-weekly faculty meeting (agendas, power point slides, faculty votes, etc.)
              -ECE ExComm and Sr. Leadership meetings (monthly)
              -ECE Advancement Meeting (Chair, Assoc. Chair for Advancement, Administrator, COE-ECE Advancement team)
              -Monthly Dean/Chair Meeting (managed by COE)
              -Monthly  Chair/ Senior Director of Finance and Administration (managed by COE)
  • Organize annual all-day faculty/staff retreats (Spring- Faculty and Fall- Faculty & Staff).
  • Coordinate and manage the process for faculty reporting of outside professional activities (1460 form).
  • Provide administrative support to ad hoc faculty committees as needed.
  • Schedule and coordinate annual faculty merit review meetings with the Chair (Late Winter/Early Spring).
              -Provide faculty members with the appropriate format to update their CVs for the meetings.
              -Collect updated CVs from all faculty members prior to merit review meetings.
  • Manage Departmental UW Club account, reservations, and reconciliation.
  • Assist with ABET Review and coordination (Oct 2019)
  • Other duties as assigned by the Department Chair and Administrator.

    CROSS-TRAINING/SKILL ENHANCEMENT - 10%
  • Serve as backup to Department Office Manager.
  • Serve as backup to Payroll Coordinator

    REQUIREMENTS:
  • Bachelor’s degree and 3 years of increasing level of administrative experience or equivalent education/experience.
  • Excellent interpersonal skills, excellent verbal and written communication skills, and a strong emphasis on being responsive and providing excellent customer service.
  • Excellent management, organizational and administrative skills with high degree of accuracy and attention to detail.
  • Ability to be self-motivated and exercise independent judgment and decision-making skills; ability to work as part of a team.
  • Ability to prioritize work, manage heavy workloads with frequent interruptions, and meet deadlines.
  • Ability to work with issues of a confidential nature, using discretion and tact to handle a situation.

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

    DESIRED EXPERIENCE
  • Software proficiency in MS Word, MS Excel, MS Access, and MS PowerPoint. Familiarity with e-mail, Internet, and World Wide Web.
  • Previous work in a higher education environment desirable; familiarity with the procedures needed to process faculty appointments and promotions

    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.