EXECUTIVE ASSISTANT TO THE VICE PRESIDENT
University of Washington
Seattle, WA
Full-time
Administration / Clerical
Posted on April 6, 2019
Req #: | 165305 |
Department: | VP OF FINANCE |
Job Location: | Seattle Campus |
Posting Date: | 03/06/2019 |
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.
VP of Finance has an outstanding opportunity for an Executive Assistant to the VP. The Executive Assistant to the Vice President for Finance (VP Finance) provides executive assistance to the VP Finance, as well as overall administrative support to the Audit Advisory Committee of the Board of Regents. The VP Finance reports to the Provost and President, oversees an administrative organization that includes major aspects of finance and business services, and is a key member of the University’s administrative management team. Reporting to the VP Finance are the Associate Vice President & Controller, Associate Vice President of Treasury, the Associate Vice President of Enterprises Services, and the Assistant Vice President for Finance Transformation and Finance Shared Services.
Under general direction, the Executive Assistant independently manages all the daily operations of the VP Finance’s office and provides high-level administrative support, performing and/or following through on all administrative functions of the office in a professional, timely, and efficient manner. The position works as a member of a team, and has frequent contact with the offices of the President, Provost, offices reporting to the VP Finance, and other administrative offices; members of the Board of Regents; representatives of the media; students, faculty and staff.
DUTIES & RESPONSIBILITIES:
Administrative Services and Office Operations
•Provide direct confidential executive support to the VP Finance. Manage the VP Finance’s complex schedule, setting meetings at the department, college, university, community, national, and state levels, ensuring all priorities and obligations are met. Meet regularly with the VP Finance to review calendar and operational issues. Prepare materials for all meetings, gathering background information in a timely fashion.
•Develop a comprehensive understanding of all materials, including mail and email, flowing through the office and link documents pertaining to the same or similar projects.
•Schedule, coordinate logistics, and participate in campus-wide and external meetings of committees chaired by the VP Finance. Prepare draft agendas, disseminate meeting materials, attend meetings and take notes as requested. Monitor the work of task forces, committees, and other groups reviewing issues under the delegation of the VP Finance. Provides status reports on projects and issues as requested by the VP.
•Manage office and email on a daily basis, reviewing and routing as appropriate, ensuring VP is aware of matters requiring his attention. Work closely with associate vice presidents on matters where consultation is needed. Independently respond to routine inquiries on behalf of the VP Finance; bring matters requiring the VP’s response to his attention for consideration and response. Draft correspondence for the Vice President’s signature. Review and edit correspondence, presentations, reports, etc.
•Manage travel arrangements for VP Finance, ensuring all details of travel itinerary are complete. Independently organize and develop travel itineraries ensuring the VP’s time is effectively utilized. Reconcile travel expenses and submit for reimbursement.
•Maintains comprehensive tickler file and follows through on all types of mail and materials routed to other offices. Keeps the VP appraised as appropriate.
•Maintain meeting materials, mail, email and other correspondence according to University record retention policies.
Special Projects Management and Coordination
•Independently plan and carry out special projects assigned by the Vice President. Many assignments delegated to this position are unique and may require the exercise of independent research and decision-making. Examples of special project work may include work related to departmental organizational issues, performance management for the department or monitoring and following up on departmental level initiatives.
•Monitor Vice President’s budget and execute budget transactions.
•Researches, analyzes and prepares materials for committees, programs and projects, and for use by the Vice President in resolving complex or sensitive problems. Prepare PowerPoint presentations and handouts that may include graphics, charts, tables, etc.
•Screen 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 and deliver messaging with consistent professional tone and quality.
Provides oversight to the meeting preparation process for the Audit Advisory Committee of the Board of Regents (20%)
•Lead logistical meeting planning and provide staff support for Audit Advisory Committee (AAC) of the Board of Regents. Manage draft agendas through to finalization; assure meeting materials are collected, assembled, edited and proofread, routing materials to departmental managers for review as needed, prior to final review by the VP Finance. Distribute final materials to committee members.
•Attend AAC meetings, synthesize meeting discussions, and create meeting minutes for VP Finance’s review.
•Regularly communicate with Regent chair for AAC and liaise with Board of Regents Office.
•Maintain AAC-related paper and electronic files per the records retention schedule.
As a UW employee, you will enjoy generous benefits and work/life programs. For detailed information on Benefits for this position, click here.
REQUIRED QUALIFICATIONS:
•Bachelor's degree and a minimum of four years of increasingly responsible experience supporting a senior manager, or equivalent education/experience. 5+ years of additional experience in executive administration can be substituted for educational requirement.
•Demonstrated maturity, discretion and initiative in carrying out the responsibilities of the position in a confidential manner.
•Proven ability to exercise sound judgment and to work in a constantly changing environment.
•Exceptional organizational, interpersonal and communication skills, both written and oral including excellent spelling and grammar.
•Demonstrated ability to work independently, problem solve, and work effectively with all levels of an organization.
•Ability to establish work priorities and self-manage to meet all deadlines.
•Demonstrated proficiency in Microsoft Word, Excel, PowerPoint, SharePoint, Outlook and Web searches.
Equivalent education/experience will substitute for all minimum qualifications except where there are legal requirements such as license/certification/registration.
DESIRED QUALIFICATIONS:
•C-suite experience highly desired.
•Expert level skill in using Microsoft Office.
Other duties as assigned.
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.