EXECUTIVE ASSISTANT TO THE VICE PROVOST

University of Washington - Seattle, WA4.1

Full-timeEstimated: $75,000 - $110,000 a year
EducationSkills
Notes: As a UW employee, you will enjoy generous benefits and work/life programs. For detailed information on Benefits for this position, click here.
The University of Washington (UW) is proud to be one of the nation’s premier educational and research institutions. Our people are the most important asset in our pursuit of achieving excellence in education, research, and community service. Our staff not only enjoys outstanding benefits and professional growth opportunities, but also an environment noted for diversity, community involvement, intellectual excitement, artistic pursuits, and natural beauty.

UW Continuum College (UWC²) expands the reach of the University of Washington with programs like UW Professional & Continuing Education, International & English Language Programs, Summer Youth and the Osher Lifelong Learning Institute at the UW that meet the needs of various learners at all phases of their lives. We’re focused on removing obstacles to relevant educational opportunities by addressing geographic, financial, length of commitment and time constraints, increasing access to knowledge for more people. As a diverse community that values inclusivity and collaboration, we foster a respectful, supportive workplace where innovation comes to life. By looking ahead and experimenting with new approaches, we’re creating new educational opportunities to help people thrive in a world of change.

UW Continuum College (UWC²) has an outstanding opportunity for an Executive Assistant to the Vice Provost.

The Executive Assistant to the Vice Provost supports UWC²'s Vice Provost, and will provide administrative support to other senior leaders. In this position they will provide support to the VP and act independently and proactively in a combination of functional areas such as office management, report preparation, records management, and research. This role helps the Vice Provost create and strengthen relationships in order to further the mission of the university. Under general direction of the Vice Provost, the Executive Assistant to the Vice Provost manages daily administrative activities with organizational and institutional contacts, the general public, and external constituents in business and professional organizations.

A successful candidate will have extensive interpersonal skills, exhibiting poise and professionalism at all times. They will learn and understand the various education fields in which we work, enabling them to participate in strategic conversations with the UWC² leadership team.

RESPONSIBILITIES:
Management
  • Act as confidential liaison between the Vice Provost and the full range of internal and external individuals and offices with whom the VP relates: staff, faculty, department chairs, vice presidents and provosts, community groups, etc. Exercise a high degree of professional judgment in communicating with all parties.
  • Manage the Vice Provost’s email, reviewing all email and routing and/or delegating as appropriate, ensuring VP is aware of all matters requiring their attention. Independently draft and send email messages from the Vice Provost, using their voice and style.
  • Maintain the Vice Provost’s calendar and schedule all meetings both off and on campus; meetings may be large in number with individuals from all levels of the university or business community.
  • Know the Vice Provost’s priorities and current projects in order to make recommendations regarding his calendar and time management.
  • Use project management skills to work closely with assistant vice provosts and senior directors on projects or tasks that have a high impact and are broadly visible, keeping teams and projects on schedule.
  • Follow through on items routed to other offices for response, keeping Vice Provost appraised, as appropriate.
  • Manage the Office of the Vice Provost including coordinating, reviewing, and recommending and implementing revisions to office procedures.
  • Independently write and edit correspondence, field inquiries and internal and external questions on behalf of the Vice Provost and Assistant Vice Provosts.
  • May supervise one employee and student employee(s) within the Vice Provost’s Office to ensure timely and full support of the VP and his initiatives.
  • On occasion, interact with other executives on behalf of the Vice Provost.
Administrative Duties
  • Create delight for our internal and external constituencies, even in stressful situations, by going above and beyond.
  • Assist with calendar maintenance and scheduling meetings for the assistant vice provosts and senior directors.
  • Schedule, take minutes, and conduct research for campus meetings, such as the UWC² Advisory Council.
  • Schedule and take minutes at UWC² Executive Council meetings; maintain Executive Council Microsoft Teams site.
  • Schedule and coordinate large-scale meetings, such as UWC² all-staff meetings.
  • Serve as liaison between the Vice Provost and assistant vice provosts with other universities, UW faculty and staff, and the staff at UWC².
  • Help communicate with national organizations such as ASG, CE Deans of Research Universities, and UPCEA.
  • Serve as point of contact for UWC² when Tower management or security has questions/issues.
  • Manage the Vice Provost’s, Assistant Vice Provosts’, and other senior leaders travel arrangements, prepare itineraries, and organize travel materials; process reimbursements while ensuring compliance with university rules.
  • Coordinate contracts with IP/Contracts manager, PCS, and IELP Student Services.
  • Assist with onboarding new employees.
  • Review quarterly expenditures and verify the accuracy of those expenditures for the Vice Provost’s office.
  • Review quarterly purchases for Office of Business Diversity; suggest changes as appropriate.
Research and Reports
  • Secondary research: gather information from multiple sources including files, reports, online information, and correspondence for use in the preparation of reports and answering questions.
  • Develop database reports as needed.
  • Create presentations in PowerPoint for Vice Provost and Assistant Vice Provosts.
  • Assemble data in reports and prepare background information for meetings.
  • Write, edit, and compile reports as requested by the Vice Provost, assistant vice provosts, the institution, and governing state agencies.
Special Events
  • Coordinate VIP visits, high-level receptions, and other special events; manage special events budgets and vendor contracts; coordinate schedules and assist with presentation details; staff event to ensure VIPs and other important individuals are supported; and handle any problems that arise.
Related Duties
  • Assist in leadership searches.
  • Maintain and instill our values: diversity and respect for all; a never-ending pursuit of excellence; integrity; and trust & openness.
  • Occasional activities may require working outside of normal business hours (e.g., evening events, special dinners, dignitary visits, etc.); may be on call while the VP is traveling.
  • Other duties as assigned.
REQUIREMENTS:
  • Bachelor degree and a minimum of four years’ experience as an assistant to a senior administrator in a university, business, or agency setting.
  • Highly accurate and organized with high attention to detail.
  • Highly developed interpersonal skills with a professional yet accessible demeanor to represent the Vice Provost independently in person, on the phone, or in written communications.
  • Proven ability to handle sensitive situations and highly confidential information with tact, discretion, and diplomacy; ability to interact well with persons of diverse backgrounds and at all levels of the university and the community.
  • Demonstrated skills in writing, proofreading, and communications; ability to interpret and communicate complex policies to others.
  • Ability to work independently with minimal supervision, manage priorities, work efficiently, handle multiple projects with tight deadlines, problem solve, and exercise good judgment in a dynamic environment.
  • Ability to work as part of a diverse team.
  • Proficiency with Microsoft Word, PowerPoint, Excel, and basic database.
Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration.

DESIRED EXPERIENCE
  • Knowledge of higher education academic structures, processes, and protocols.
  • Prior experience at the University of Washington.
  • Strong project management skills.
  • Supervisory experience.