EXECUTIVE ASSISTANT TO THE DEAN
University of Washington
Seattle, WA
Full-time
Administration / Clerical
Posted on March 28, 2019
Req #: | 166015 |
Department: | COLLEGE OF BUILT ENVIRONMENTS |
Job Location: | Seattle Campus |
Posting Date: | 03/27/2019 |
Closing Info: | Open Until Filled |
Salary: | Salary is commensurate with education and experience. |
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 five consecutive years.
The College of Built Environments (CBE) has an outstanding opportunity for an Executive Assistant to the Dean. Under the general direction of the Dean, the Executive Assistant (EA) provides executive assistance and administrative support to the CBE Dean, functioning in a fast paced, dynamic, deadline driven environment and drawing heavily on project and personnel management skills, problem solving abilities, imitative, priority setting, juggling multiple projects, and exercising good judgment.
The EA advises the Dean on current and emerging College and campus-wide issues that require the Dean’s attention; proactively determines what will be needed by the Dean for meetings and events and prepare and coordinate briefing materials for their use, working with other staff members, as appropriate; provide the Dean with background on political nuances of situations they will encounter; serve as a critical liaison between the Dean, Associate Deans, Assistant Deans, College units, Dean’s office staff, and individuals on and off campus; and is a central resource for information about the Dean’s priorities and strategic initiatives, as well as academics, research, programs, initiatives, and opportunities within the College of Built Environments. A successful EA candidate will protect and project the integrity of the Office of the Dean in all routine and special assignments, duties, and responsibilities.
At the College of Built Environments, we value the traditions of design and community building. We do this with a conscious perspective of positively advancing social and technological change. Our unique gathering of disciplines—architecture, construction management, landscape architecture, real estate, and urban design and planning—provides a unique advantage and enables the College to truly define and excel in all areas of built environments. We believe in programs that meet the complex interconnected physical, cultural, and ecological systems in which we live, work, and play.
The successful candidate must exhibit an appreciation of, a sensitivity to, and respect for a diverse academic environment, inclusive of students, faculty, and staff of many social, economic, cultural, ideological, racial, and ethnic backgrounds.
Responsibilities of the EA include, but are not limited to:
Management:
Act as confidential liaison between the Dean and the full range of internal and external people and offices with whom they relate: staff, faculty, students, associate and assistant deans, department chairs, vice presidents and vice provosts, community groups, research groups, etc. Develop and implement communication strategies to support the Dean. Exercise a high degree of judgment in communicating with all parties.
Be alert to situations that require early intervention and attention and determine appropriate response, using independent judgment and discretion, bringing in and collaborating with other decision makers and authorities, as needed. Represent the Dean and speak for them at all levels throughout the university, scientific community, and the public.
Serve as confidante and advisor to the Dean, independently analyzing and handling issues and projects and resolving, delegating to assistant and associate deans, directors and chairs, and/or advising the Dean on appropriate action; track and follow up on projects and issues to ensure resolution and completion; provide status reports as requested by the Dean.
Research, analyze and prepare materials for committees, programs and projects, and for use by the Dean in resolving complex or sensitive problems.
Manage Dean’s email, reviewing all email and routing and/or delegating as appropriate, ensuring Dean is aware of all matters requiring their attention. Work closely with associate and assistant deans, chairs, and directors on matters where consultation is needed. Follow through on items routed to other offices for response, keeping Dean appraised, as appropriate. Independently draft and send email messages from the Dean, as appropriate, using their voice and style.
Independently screen and prioritize all correspondence and telephone calls, routing or composing responses as appropriate, making independent judgments and using discretion to determine appropriate response. Investigate, analyze and summarize key information for Dean’s review; advice on courses of action and draft responses from Dean. Refer inquiries and/or projects to other individuals and/or units, as appropriate.
Organize special sessions with students, staff, faculty in the College, and with external constituencies.
Special Events:
Coordinate VIP visits, high-level receptions and other special events: manage special events budgets, negotiate contracts, coordinate schedules and assist with presentation details, staff event to ensure VIPs and other important individuals are supported and to deal with problems that arise.
Administrative Duties:
Manage the Dean’s complex and issue-sensitive schedule by making independent decisions to reschedule, postpone, or relocate meetings. Coordinate day-to-day activities to ensure effective management of schedule, meeting regularly with the Dean to review calendar and operational issues. Ensure the Dean is fully briefed on agenda items and has received all required supporting materials.
Serve as staff lead for internal and external committees chaired by the Dean. Schedule meetings, coordinate setting of agendas and research and preparation of materials and ensure follow-up on action items.
Manage the Dean’s travel arrangements and organize travel materials: prepare electronic and other resource materials for Dean’s meetings and events, prepare itineraries, process reimbursements. Ensure compliance with University rules and regulations while meeting priorities of the Dean.
Manage the maintenance of the Dean’s subject files, which serve as the office files of formal record. Coordinate archiving and disposal of these files.
As a UW employee, you will enjoy generous benefits and work/life programs. For detailed information on Benefits for this position, click here.
Requirements
Bachelor’s degree in administration, built environments, or related field and five years of progressively responsible administrative work OR equivalent education and experience.
Equivalent education/experience will substitute for all minimum qualifications except where there are legal requirements such as license/certification/registration.
Desired
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.
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.