EXECUTIVE ASSISTANT TO THE CHIEF OPERATIONS OFFICER, UW FACILITIES
Req #: | 176966 |
Department: | UW FACILITIES |
Appointing Department Web Address: | https://facilities.uw.edu/ |
Job Location: | Seattle Campus |
Posting Date: | 02/11/2020 |
Closing Info: | Closes On 02/18/2020 |
Salary: | Salary and benefits are competitive. Salary is commensurate with qualifications and experience. |
Limited Recruitment: |
Other
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Limited Recruitment Other: | Open to current UW Facilities employees only |
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 six 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.
We have an outstanding opportunity for an Executive Assistant to the Chief Operations Officer to provide direct administrative support to the Chief Operations Officer (Associate Vice President, Operations) of UW Facilities. The COO of UW Facilities is a key leader in providing operational oversight and direction for the critical resources supporting the University’s mission. The COO is responsible for capital project delivery across all campuses, and for day-to-day operation of the Seattle campus Facilities. The COO is the leader of a department with over 800 employees, and has responsibility for an annual operating budget of $105 million, annual utilities budget of $35 million, and typically $500 million for ongoing capital construction projects.
The Operations organization consists of the following departments:
• Project Delivery Group – Responsible for delivery of major and minor capital construction projects at UW Seattle, Bothell, Tacoma and Harborview Medical Center.
• Maintenance & Construction – Responsible for maintenance and alterations of Seattle campus facilities and grounds.
• Campus Utilities & Operations – Responsible for utility systems, building systems, and two central utility plants.
• Building Services Department – Responsible for cleaning and upkeep of Seattle campus buildings, and UW Recycling which diverts over two tons of waste daily.
• Transportation Services – Responsible for Parking, Commuter Services, Fleet and other transportation functions on Seattle campus.
• Safety – Responsible for UW Facilities employee safety program, plus vendor/contractor safety programs.
• Regulated Materials – Responsible for the safe identification and removal of regulated materials such as asbestos and lead.
The Executive Assistant to the COO serves as a liaison between the COO, UW Facilities leadership, Finance & Administration leadership and other senior University officials, including the Office of the President and Provost, deans, directors, chairs, faculty and staff, outside agencies, and with the community. This position will provide responsive, independent, and effective administrative support in a highly confidential and professional manner.
The Executive Assistant must advance the COO's strategic priorities; independently manage projects; consult with stakeholders; gather data, make decisions, and implement courses of action; manage business operations; develop policies and procedures, and ensure compliance with all departmental, UW, state, and federal policies.
The position requires a high degree of personal initiative, flexibility, and personal judgment in all assignments, strong communication and interpersonal skills, ability to organize and prioritize tasks to ensure smooth workflow, excellence of work standards, and an active interest in providing exceptional customer service. Duties are performed in a manner that promotes a team concept and reflects the mission, vision and values of the University and of UW Facilities.
This position provides executive administrative assistance to the COO, representing the COO’s strategic goals, independently managing all administrative functions of the office in a professional, diplomatic, and highly confidential manner. The position has frequent contact with other campus departments and executives, including the offices of Vice Presidents, Vice Provosts, Deans, President, Provost, and other administrative offices, faculty and staff.
This position provides a highly visible and critical interface for the COO with Facilities, University, and community leadership, as well as the University and community at large. The successful candidate will consistently act with discretion and diplomacy.
Essential Duties
• Serve as office manager and chief administrator for the Chief Operations Officer for UW Facilities, managing all day-to-day operations.
• Maintain a clear understanding of all programs and projects operating under the COO’s purview in order to proactively provide efficient administrative support and respond to requests.
• Meet regularly with the COO to review operational and programmatic issues.
• Organize and provide high-level support and assistance to the COO and senior staff for large and complex organizational meetings.
• Leverage the time of the COO to support the COO in accomplishing the best and highest work. Structure the office for organizational efficiency. Establish administrative processes that optimize efficiency.
• Under general direction, independently, and in the absence of written guidelines, organize and structure daily schedules and deadlines of the COO, while maintaining a complex calendar.
• Manage special projects on behalf of the COO and UW Facilities that require initiative and independence.
• Exercise independent judgment and confidentiality in the performance of a range of duties.
• Work collaboratively will all UW Facilities Executive Assistants to provide and maintain a professional and comprehensive administrative structure.
• Process HR actions in Workday serving as the Costing Allocations Coordinator, HCM Initiate 1, HCM Initiate 2,I-9 Coordinator, Time & Absence Approver and Time & Absence Initiate for Office of the COO.
• Coordinate service award recognition program.
Other assigned duties include:
• Serve as Building Coordinator for Facilities Administration Building. Responsibilities include coordinating building security requirements, issuing maintenance and custodial requests, reporting any losses of state property, and coordinating all other building-related needs.
• Serve as building’s Evacuation Director. Responsibilities include preparing and maintaining evacuation plans, managing evacuation wardens, coordinating evacuation drills, and serving as the building occupant liaison with emergency responders.
• Arrange travel and submit travel reimbursement via eTravel/Ariba for the COO and other UWF senior leaders.
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 five years of applicable experience.
• Demonstrated ability to make sound decisions and practice discretion in handling highly sensitive, confidential matters.
• Demonstrated effective administrative judgment and innovative problem solving.
• Requires exceptional organizational skills to include managing multiple priorities and tasks, proven teamwork, excellent service orientation, and ability to work well under pressure.
• Proficient in Microsoft Outlook, Word, Excel and PowerPoint with a technological aptitude for researching and learning new technologies as needed.
• Regular and predictable attendance is required.
Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration.
Desired:
• Proficient in Workday.
• Experience in higher education, government or other public agency setting.
• Master’s degree.
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.