ADMINISTRATIVE SPECIALIST

University of Washington - Seattle, WA (30+ days ago)4.2


As a UW employee, you have a unique opportunity to change lives on our campuses, in our state and around the world. UW employees offer their boundless energy, creative problem solving skills and dedication to build stronger minds and a healthier world.

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 four consecutive years.

The College of Engineering has an outstanding opportunity for an Administrative Specialist in the College of Engineering Dean’s Office.

The Administrative Specialist will provide administrative and operational support to the Associate Dean for Academic Affairs and the Associate Dean for Diversity and Access in the College of Engineering Dean's Office. This position will provide administrative support to organize, coordinate, and execute the day-to-day administrative functions of the aforementioned Associate Deans using experience, knowledge, initiative and independent professional judgment. This position will represent the Associate Dean’s and College’s goals and interests to the campus and local community as it pertains to Academic Affairs and Diversity and Access. This position will provide support to the Associate Deans on issues of a sensitive nature. Sensitivity, accuracy, and timeliness are critical to such information. This position will report to the Dean of the College of Engineering.

Position Complexities:
This position is a key member of the College of Engineering Dean's Office staff and provides essential support to the executive leaders of the department. The Administrative Specialist will use independent judgment and decision-making skills in the management of the activities of the ADs and in meeting the college’s priorities. The incumbent will field questions based on knowledge of the AD’s views and the current aims and mission of the college. S/he will use discretion and diplomacy in expressing the views of the ADs, and deal with all issues in a confidential and discrete manner.

Position Dimensions and Impact to the University:
There are 10 academic departments within the College with numerous programs and with diverse research facilities. The College of Engineering includes approximately 240 faculty and has a major economic impact on the both the University of Washington and the state of Washington. The College of Engineering supports student education of approximately 4,361 undergraduate and 2,030 graduate students.

This position must maintain excellent working relationships with the Senior Leadership in the College and provide superior customer service support. This position is in daily contact with the Associate Deans and their assistants plus the Director of Finance and Administration, Director of Human Resources, the Director of Research and the Director of Facilities. The working relationships between the College and other offices of the University must be pursued knowledgeably and amicably. The Administrative Specialist must understand the content and mission of the programs this position supports as well as its constituents. There is a dimension of external public relations involving industrial, federal and international visitors and contacts that usually find the Assistant to the Associate Dean as their first and enduring point of contact with the College of Engineering.

RESPONSIBILITIES
Support of two Associate Deans (ADs) (60%)
Responsible for maintaining the AD’s calendar, scheduling of all ADs meetings, securing meeting space and creating agendas. This requires fluid communication with the ADs and salient participants, monitoring and fielding phone requests. Ensure that the AD’s priorities and obligations are met. Prepare supportive background materials for the meetings and provide relevant background details.
Serve as liaison for the ADs with key University officials, faculty, staff, students, industrial contacts, foundations, government representatives, and the general public. Gather data relevant to the ADs and prepare project surveys and/or summaries and reports as requested.
Routinely compose formal and informal communication on behalf of the AD’s,including thank you letters to donors and corporate sponsors. Some letters will be composed in collaboration with Advancement staff.
Maintains tickler file containing agendas, background information, CVs or other supporting materials for meetings.
Maintain a comprehensive tracking system of future meetings and items that need attention.
Maintain a comprehensive filing system for Academic Affairs and coordinate distribution of reports distributed by the UW Academic Data Management and Registrar’s Office and continually refines processes for distributing student data to the engineering departments.
Assist the Associate Dean for Academic Affairs with the Academic Misconduct process for the College. This involves advising faculty on the process, maintaining records, coordinating hearings, handling correspondence, updating the policy, procedures and related forms, and participating in investigative meetings.
Ensure the annual Dean’s Medal for Academic Excellence process has been coordinated and implemented appropriately – establish a timeline, coordinate with CoE departments regarding nomination packet submissions, arrange committee meetings, inform winners, liaise with Advancement staff regarding dinner with the Dean for winners and their friends/family, and take responsibility for preparing their certificates.
Provide administrative support to the Council on Education Policy and the Accreditation and Continuous Improvement committee to include establishing meeting schedules, development of meeting agendas, recording of meeting minutes and monitoring committee membership.
Assist with the hiring processes for staff positions within Academic Affairs and Diversity and Access. This includes drafting position descriptions, submitting requisitions through the employment recruitment system, reviewing applications and coordinating with the CoE HR office.
Coordinate AD’s activities and functions requiring frequent contact with other senior-level administrative and academic offices; provide the AD’s with background information and other support materials in preparation of such functions.
Interact directly with the Offices of the President, Provost, Vice Provost, and University Departments to gather information, as well as acts as a resource for their inquiries and requests.
Assist with the logistical aspects of the ABET Visit and Mock Visit for reaccreditation of the departments within CoE. This may include, but is not limited to, scheduling meetings for team with departments, the President and Provost; making hotel and transportation arrangements for the visiting team; and arranging meals as necessary.
Define scope, conduct research, analyze and prepare information, reports, correspondence, and other materials for use by the Dean, Associate Deans and other senior staff members. Materials are often of a confidential nature; sensitivity, accuracy, and timeliness are critical to such information.
Implement a wide variety of policies and procedures relating to the offices of Academic Affairs and Diversity & Access.

General Administrative Duties (40%)
Responsible for the AD’s extensive travel arrangements and ensuring that all relevant materials (e.g. itineraries, flight and hotel arrangements, meeting materials, etc.) are assembled for each domestic and international trip.
Make purchases for AD’s using UW ProCard and handle reconciliation of the monthly ProCard report.
Maintain tickler file containing agendas, background information, CVs or other supporting materials for meetings.
Maintain a comprehensive tracking system of future meetings and items that need attention.
Plan, organize, coordinate and implement special events including retreats.
Manage multiple email listservs.
Communicate effectively with superior customer service with internal (UW) and external constituents via email, phone, and in-person.
Initiate continuity of responsibilities during periods the ADs are away on travel. Review
incoming correspondence, take action or otherwise insure completion of requests and maintain communication links between the Dean and others. Make decisions, advise and answer questions based on knowledge of the Dean’s views, preferences, and actions on numerous administrative issues.
Provide back-up support to Assistant to the Dean and other Assistant to ADs to ensure seamless administrative coverage within the Dean’s Office.
Perform other duties as assigned.

REQUIREMENTS:
Bachelor's Degree in business administration, policy studies, social sciences or related-field and 2 years of increasing level of administrative experience or equivalent education/experience. Excellent project management and administrative skills with high degree of accuracy and attention to detail. Excellent organizational ability; excellent interpersonal and communication skills with an emphasis on writing and editing. Ability to exercise independent judgment and decision-making skills; Ability to work as part of a team. Ability to organize and prioritize work, manage heavy workloads with frequent interruptions, and meet deadlines. Ability to problem-solve, exercise initiative and project management skills. Ability to work with issues of a confidential nature, using discretion and tact to handle a situation. Expertise with Microsoft Office (Access, Excel, Outlook, PowerPoint, SharePoint, Word) and
Google Apps.

Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration.

As a UW employee, you will enjoy generous benefits and work/life programs. For detailed information on Benefits for this position, click here.