EXECUTIVE ASSISTANT TO THE SR. ASSOCIATE VICE PRESIDENT
University of Washington
Seattle, WA
Full-time
Administration / Clerical
Posted on June 9, 2019
Req #: | 166352 |
Department: | UNIVERSITY ADVANCEMENT |
Job Location: | Seattle Campus |
Posting Date: | 04/08/2019 |
Closing Info: | Open Until Filled |
Salary: | Salary is commensurate with experience and education |
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.
University Advancement has an outstanding opportunity for an Executive Assistant to the Senior Associate Vice President
POSITION PURPOSE
The Executive Assistant to the Senior Associate Vice President (Sr. AVP) provides direct executive administrative support and advanced project management and analysis. This position supports the Sr. AVP in all aspects of the University’s Development Programs efforts. This includes managing the flow of information between executive level advancement staff and serving as liaison with key volunteer/advancement leadership; campus leadership; UW Administrators; Advancement units, including Chief Advancement Officers for schools, colleges, and campuses; Deans; Development Services staff; high level advisory committees and other campus offices.
DUTIES AND RESPONSIBILITIES
Program Development and Relationship Management
The Executive Assistant interfaces with key Advancement leadership, key campus leadership, and high-level committees. They build trust-based relationships with key campus leadership including: UW Administrators, Advancement units, Chief Advancement Officers for schools, colleges, and campuses, central Advancement staff, and other campus offices. Communicates with a broad variety of constituents: Regents, UW Administrators, Advancement staff, Deans and Directors, donors, and other UW audiences, with diplomacy and confidentiality. Disseminates information to the President, Provost, Executive Vice President, other vice presidents, deans, and Advancement colleagues.
Supports the Sr. AVP’s relationship management including organizing and staffing small group events.
In partnership with the Sr. AVP, serve as the primary lead for the Advancement Football Program as part of the UW’s President’s Suite. This includes managing and handling all invitations, responses and communications; regular communications with donors, including helping solve any and all problems; preparing all briefing materials; tracking all lists; partnering with colleagues in other areas (University Marketing and Communications, External Affairs, and the Office of the President), and ensuring all appropriate documentation about the process. As appropriate, it may be necessary to attend a few of the pre-game activities.
Advises the Sr. AVP on matters of importance to the office, including advice about materials drafted for the Sr. AVP, and makes recommendations for action. Represents the Sr. AVP at meetings and events as necessary, and creates and assembles documentation to facilitate decisions by the Sr. AVP and other Advancement staff. Protects confidential and sensitive information as needed.
Answers substantive questions and provides information to the Regents, President, Vice Presidents, Deans, Chief Advancement Officers, and others regarding various Development Programs initiatives.
Assist Sr. AVP with the drafting and completion of briefing papers, proposals, and other substantive documents that relate to the cultivation, solicitation and stewardship of donors and prospects.
Assist the Sr. AVP in communicating with and disseminating information about donors and prospects, including but not limited to strategy sessions and routine updates, to the President, Provost and other academic leaders, administrators, DAR staff, and other internal and external constituents, including volunteers and donors.
Design, prepare and run regular informational and analytical reports about prospects and donors, drawing on information in Advance, in news reports and elsewhere. Develop and implement procedures to ensure collection, analysis, organization and presentation of data for timely issuance of regular reports.
Enter new and update existing Tasks and Contact Reports in the Advance database for all activities related to prospects and donors with which the AVP is connected.
Participate in discussions regarding the creation of annual, semi-annual and quarterly progress reports for internal audiences, including volunteers, and annual operating plans. Prepare such reports and plans as directed.
Sr. AVP Office Coordination
Coordinates office coverage and team collaboration with all administrative assistants based in the Sr. AVP’s Office.
Coordinates physical logistics for training seminars/retreats, special events, and meetings as requested. Coordinates and supports all aspects of a variety of meetings. Responsible for all onsite events management logistics, set-up and breakdown and any onsite problem resolution. May be required to stay on-site throughout assigned events to assist in any duties necessary.
Establishes work priorities and coordinates them to meet deadlines to ensure an efficient workflow throughout the department.
Provides administrative support and meeting coordination to the Development Programs team, whose members report directly to the Sr. AVP. Prepares agendas, provides meeting materials, arranges meeting logistics, tracks action items, prepare minutes and brings outstanding issues to the Sr. AVP’s attention.
Coordinates day-to-day activities to ensure effective schedule management. Ensures Sr. AVP is fully briefed on agenda items and receives all required materials. Researches and prepares all necessary briefing documents for the Sr. AVP’s office. Anticipates the needs of the Sr. AVP.
Administration
Manages complex and issue-sensitive schedules, including evaluating the need to reschedule, postpone or relocate meetings, based on changing priorities and emerging issues. Manages all necessary logistics for meeting management. Books all travel arrangements on behalf of the AVP.
Independently screens and prioritizes all meeting requests. Highlights, investigates and summarizes key information for review. Responds to all meeting inquiries in a timely, personable, accurate, and efficient manner. Skillfully refers internal and external inquiries, comments and/or complaints to the appropriate area.
Greets visitors, answers incoming phone calls and responds to general email inquiries. Independently composes and distributes general correspondence.
Manage Sr. AVP’s budget, maintain spending records, create financial reports, and forecast expenditures for review by Sr. AVP. Deal directly with vendors, and handle resolution of any billing or report inaccuracies. Approve ordinary expenditures and payments.
Acting on the Sr. AVP’s behalf, independently responds to callers. Responds substantively to questions regarding decision-making processes, policies and procedures for University Advancement. Refers inquiries to other campus-wide staff as appropriate.
Creates and maintains a comprehensive timeline/management system for Development Programs initiatives, incorporating action items for institutional preparation, volunteers, and professional staff. Generates reports for distribution to University leadership, usually requiring compilation and analysis of data.
Manages special projects as requested by the Sr. AVP.
Acts as the Sr. AVP’s representative as needed, provides information and reports conclusions to key colleagues.
Other duties as assigned.
Key Competencies
Core
Effective communications: Expresses oneself clearly and empathetically in interactions with others in all forms of communication, i.e., verbal and written, one-on-one and group, etc.
Interpersonal Awareness: Builds and maintains positive relationships and actively contributes as a member of working teams to achieve results.
Professional Credibility: Takes responsibility for meeting goals, objectives, obligations, and solving problems while representing the mission, vision and values of the organization.
Critical Thinking: Obtains, analyzes and evaluates information effectively in the face of ambiguity. Makes appropriate decisions based on relevant information and experience.
Ethics and Trust: Models and upholds the values of candor, openness, inclusiveness and honesty despite internal and external pressures. Acts consistently with Washington State ethical guidelines and organizational core values and beliefs.
Valuing Diversity & Inclusiveness: Respects, values and contributes to the UW’s commitment to inclusiveness and diversity.
Functional Expertise
Innovation: Takes the opportunity to envision how processes might be reconstituted and explores what new ideas will improve our outcomes.
Dealing with Ambiguity: Ability to effectively manage and navigate change quickly and appropriately while being able to act without having the total picture. Comfortable in handling risk and uncertainty.
Organizational Acumen: Able to size up a situation, balance reason and the interest of others, and act in a decisive, timely and appropriate manner that is congruent with the organization's values, goals and mission to achieve success.
Planning & Implementing: Ability to develop strategies, measures for success and feasible timelines for successful project implementation and execution.
Managing Conflict: Recognizes and addresses conflicts and disagreements in a safe and respectful environment, manages conflicts collaboratively, and builds consensus with the best interests.
Requirements
Bachelor's degree and at least 4 years of experience providing administrative support to executive leadership or related field. Equivalent combination of education and experience from which comparable knowledge and skills have been acquired may substitute for degree.
Proven ability to work with high-level volunteers and/or donors.
Experience in data management.
Demonstrated strong computer skills, including proficiency with Microsoft Word, Excel, and PowerPoint for correspondence, special reports, spreadsheets, databases, forms, etc.
Desired Qualifications
Knowledge of the integrated advancement model. Knowledge of alumni relations/development/advancement principles.
Knowledge of UW Advancement policies and procedures, including use of the development database software ADVANCE.
Conditions of Employment
Ability to work evening and weekend hours, as necessary, on short or limited notice.
Ability to lift 20 pounds regularly and up to 40 pounds occasionally for event setup and tear down.
During Events (from setup to tear down) or on Event days:
o Ability to stand 4 or more hours continuously.
o Ability to walk 4 or more hours continuously.
o Ability to work greater than a 10 hour day
Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration.
BENEFITS
As a UW employee, you will enjoy generous benefits and work/life programs. For detailed information on Benefits for this position, 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 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.