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EXECUTIVE ASSISTANT TO AVP/CONTROLLER

University of Washington
Seattle, WA Full-time
Posted on August 27, 2019
Req #: 169213
Department: CONTROLLER'S OFFICE
Job Location: Seattle Campus
Posting Date: 06/27/2019 
Closing Info: Open Until Filled 
Salary: Salary is commensurate with education 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. 

The Controller's Office has an outstanding opportunity for an Executive Assistant to AVP/Controller. This position manages projects in support of the office of the Associate Vice President and Controller (AVP/Controller) and reporting departments.  Maintains key role in administration of the office of the AVP/Controller and departments.   Role complexities include a necessity to maintain a broad working knowledge of initiatives and activities that help inform decision-making and efficient operations. This position is a key member of UW central administration, which services UW Finance, EVP, and Seattle campus.

Responsibilities:

The position plays a key role in administration of the office of the AVP/Controller.   The Assistant manages processes and projects in support of the AVP/Controller and reporting departments: Grants & Contract Accounting, Management Accounting & Analysis, Equipment Inventory Office, Research & Compliance Office, Financial Accounting, Cost Accounting, and Student Fiscal Services.  As a representative of the AVP/Controller this role is expected to demonstrate the professional and leadership behaviors that contribute to a business excellence culture.   This position is part of an organization committed to continuous process improvement utilizing Lean principles and methodology.

Project Assignments
•Manage and coordinate special projects such as conducting research, managing documentation of major projects and due diligence activities.  For example, Financial Transformation is an institution-wide project and this position will be working key stakeholders in coordinating related Controller activities and input for this project.
•Independently plan and carry out work assignments.  Many assignments delegated to this position are unique and may require exercising independent research and decision-making.

Department Administration
•Provide direct and confidential professional support to the AVP/Controller
•Manage AVP/Controller calendar, including partnering with other executive assistants to efficient scheduling and meeting of timelines
•Preparing meeting materials in advance and documenting meeting artifacts for future reference.
•Oversee travel planning and reimbursements
•Establish and continuously improve office procedures and organizational needs for the office of the AVP/Controller.
•Maintain departmental distribution lists and groups.
•May grant systems access as required.

Metrics and Reporting
•Manage data collection and reporting of metrics from departments to the AVP/Controller.
•Collect, maintain, and inventorying metrics for benchmarks, baselines, and other analysis.

Work Environment
•Identify achievements for recognition and coordinate recognition activities and awards.
•Promote building and maintaining a positive work environment; supporting and advising directors, and team leaders.
•Participate in continuous process improvement efforts utilizing Lean methodology and tools.

Presentations and Communication
•Edit and publish Controller’s Office communications.  Collect, aggregate, edit and review communications for internal and external UW stakeholders.
•Create and edit presentations for a wide range of audiences and events. Ensure presentation standards adhere to brand guidelines, compliance with administrative policies and procedures and ongoing quality assurance, while delivering message with consistent professional tone and quality.

Website Coordination and Maintenance
•Initiate and coordinate review and maintenance of Controller’s Office web pages by content owners.  Develop expertise with content management system (Drupal) and serve as departmental expert and resource.
•Additional responsibilities as assigned.        

Required Qualifications:

Bachelor’s Degree in Business Administration, or related field

Equivalent experience may substitute for degree requirement.

2-3 years of experience with the following:
•Ability to establish work priorities and self-manage to meet all deadlines
•Demonstrates initiative and resourcefulness in discovering and solving problems
•Maturity and discretion in fulfilling responsibilities of an executive support role
•Independent self-starter with sound business judgement
•Excellent writing skills, spelling and grammar
•Expert level skill in using presentation software (PowerPoint)
•Working knowledge of Microsoft Office including Word, Excel, Outlook and Visio.

Equivalent education/experience will substitute for all minimum qualifications except where there are legal requirements such as license/certification/registration.
   
Desired Qualifications:
•Expert level skill in using Microsoft Office.
•Familiarity with University of Washington systems (e.g. Workday, Ariba, eTravel, ProCard, MyFD, B.I. portal)

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.

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.