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ASSISTANT TO THE EXECUTIVE DIRECTOR, Project Delivery Group

University of Washington
Seattle, WA Full-time
Posted on July 30, 2019
Req #: 165101
Department: UW FACILITIES: PROJECT DELIVERY GROUP
Appointing Department Web Address: https://facilities.uw.edu/
Job Location: Seattle Campus
Posting Date: 02/26/2019 
Closing Info: Open Until Filled 
Salary:

Salary and benefits are competitive. Salary is commensurate with qualifications 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. All of which has allowed the UW to be nationally recognized as a “Great College to Work For” for five consecutive years. 

UW Facilities manages the University’s buildings, infrastructure and land, with more than 1,100 employees in a variety of fields. The Asset Management group includes Capital & Space Management, Real Estate, Sustainability and other teams responsible for planning and workload management. The Operations group includes Project Delivery, Maintenance & Construction, Campus Utilities & Operations, Building Services, Transportation Services and Safety. Supporting these groups, as well as the separate Emergency Management team, are the Business Intelligence & Information Technology group and the Finance & Administration group.

The Project Delivery Group (PDG) within UW Facilities has an outstanding opportunity for an Assistant to the Executive Director to provide executive and programmatic support to the Executive Director, as well as support to other leaders and staff within the group. This position is the central point of contact for the unit, and is responsible for managing the day-to-day activities of the Executive Director and coordinating team activities, regularly exercising independent judgment and discretion related to departmental operations and policies, and representing the goals and interests of PDG and UW Facilities. Within the limits of the position, they have delegated authority to make commitments that affect departmental operations.

Responsibilities:

Administrative:


•Schedule and coordinate meetings and appointments with a variety of internal and external parties. Make room reservations and prepare agendas. Attend meetings as directed and write minutes for the meetings that accurately, clearly, and concisely reflect the discussions, and document negotiated agreements between the parties.

•Receive, manage, screen, and prioritize communications, including mail, e-mail, telephone calls, voicemail, and appointments, and provide assistance using independent judgment to determine which communications require priority and or confidential attention.

•Make travel arrangements, prepare and process requisitions and vouchers, and prepare petty cash reimbursements.

•Order office supplies, equipment, printing, and maintenance services and prepare purchase requisitions for set-up and operation of all major capital project satellite construction offices. Ability to review budget constraints to ensure all expenditures comply with University purchasing policies.

Document Preparation and Handling:

•Ability to assist in gathering information and document production for periodic certifications of the University as qualified to deliver alternative public works projects.  

•Create, write, edit, and finalize reports, including monthly reports for major multi-million dollar capital projects, and assist with the writing and editing of material for the PDG website, and other publications.

•Use Microsoft Word, Excel and PowerPoint to create and edit correspondence, complex spreadsheets, training presentations and technical materials. Review outgoing documents for signature, format, accuracy, compliance with procedural instructions and inclusion of background material.
•Provide periodic review of project budget forecasting as needed to assist project managers and project integrators.

Special Projects:

•Manage and coordinate with other department managers on special projects related to capital project financial controls, project schedules, project management, sustainability and LEED certification, and contract development and execution.

Recordkeeping:

•Maintain records management program assuring compliance with State approved record retention schedules and other regulatory requirements; coordinate consolidation of records from other unit’s offices.

•Track and participate in the responses to public records disclosure requests through collection of appropriate documents, organization of the documents, and transmittal of the documents to the University’s Office of Public Records.

•Provide back-up executive level support to the Associate Vice President of Operations.

•Perform other related duties as required.

Staff Supervision:

•Supervise groups’ support staff of one classified position and temporary/student employees. Supervisory responsibilities include planning and directing work; interviewing, selecting and training, establishing and adjusting work hours/schedules, annual performance reviews, managing workflow to ensure that deadlines are met, and monitoring the quality of completed work assignments.

Core Competencies:
• Demonstrate personal integrity and trustworthiness.
• Manage stressful situations and changing priorities effectively.
• Anticipate, recognize and resolve problems.
• Be responsible and accountable.
• Use organizational skills and provide attention to details.
• Maintain a positive, optimistic, and success-oriented attitude.
• Exercise professionalism, which includes being tactful and courteous.
• Exhibit a professional work ethic.
• Continuously promote a safe work environment.

Requirements include:

  • Bachelor's degree AND two years of increasingly responsible administrative support.

  • A high level of proficiency with Microsoft Office applications, including Outlook, Word, Excel and PowerPoint, and strong writing and editing skills.  

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


    Desired:

  • Work experience in a higher education environment
  • Experience in a capital project setting working with architects, engineers, contractors and planners
  • Experience in managing the communications and calendars for senior managers and executives 

    Conditions of Employment:

  • Must be able to work in a non-smoking environment.
  • Regular and predictable attendance is required.


    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.


    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 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.