Full Job Description
Notes: This position is posted open until filled, for first consideration, please have your application in by January 10,2020.
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 six consecutive years.
The University of Washington Bothell is one of the most dynamic public universities in the state of Washington. We offer a participatory student experience grounded in hands-on learning, close relationships with faculty members as teachers and mentors, and the personalized support of staff who are dedicated to student success. The academic work of the campus focuses on cross-disciplinary research and creative practice, connected learning, and community engagement. UW Bothell’s current enrollment is approximately 6,000 students. More than 90 percent of undergraduates are from Washington State, and approximately half are first-generation college attendees or come from underrepresented groups. Located along wetlands and a river north of Seattle, UW Bothell builds vibrant regional partnerships, creates and disseminates new knowledge, and prepares students for leadership throughout Washington and beyond.
Diversity is a core value of University of WA Bothell. We believe the power of diversity enriches all of us by exposing us to a range of ways to understand and engage with the world, identify challenges, and to discover, design and deliver solutions. To learn more, read our Diversity Statement.
Reporting directly to the Assistant Vice Chancellor for IT & CIO, Assistant to Director will provide high-level assistance and seamless confidential support to the CIO and IT Administrator. This position requires a high level of responsibility, self-initiative, good judgment prioritization skills, flexibility, and outstanding work ethic. It requires regular interaction with the CIO and other administrative offices, academic programs, faculty, staff, including coordination with senior level staff at UW Seattle and UW Tacoma. The position includes day-to-day management of complex calendars; preparation of daily briefing materials, and development and maintenance of collaborative workspaces for committees and workgroups. This position will coordinate executive travel arrangements; compose, edit, and maintain accurate correspondence and records; assist with fiscal activities; and coordinate activities and events as assigned by the CIO.
UW Bothell - Information Technology has an outstanding opportunity for an Assistant to Director.
DUTIES AND RESPONSIBILITIES
Administrative Support to the CIO:
o Proactively manage the CIO’s calendar. This includes assessing priorities and using sound judgment in scheduling and rescheduling appointments and meetings as necessary.
o Anticipate and collect essential information in preparation for the CIO’s meetings and daily activities.
o Arrange the CIO’s travel itineraries, including airline, hotel reservations, car rentals and other related activities. Compile and log materials for reimbursement and serve as liaison with other staff to ensure processing in accordance with university policy. Coordinate with other travelers.
o On behalf of the CIO, distribute timely and inclusive communications to students, faculty and staff.
o Develop and maintain collaborative work spaces for the IT committees and project groups as needed using cloud services.
o Provide administrative support as needed for meetings convened by the CIO. This may include agenda preparation, note-taking, presentation preparation, technical support, and distribution of meeting materials and notes.
o Assist CIO in tracking institutional and internal deadlines and ensuring related work is complete and submitted.
General Administrative & Fiscal Support and Special Projects:
o Maintain effective (primarily electronic) file management systems for the CIO and Administrator, including confidential and fiscal files, in accordance with the University of Washington records management policies.
o Assist with drafting correspondence, producing, writing and editing of materials, with a high degree of accuracy and attention to detail.
o Under the direction of the Administrator, provide fiscal support for the department; including, purchasing office supplies, procurement card reconciliation, budget reconciliation & monitoring, research compliance questions, and liaise with UW Bothell Fiscal & Audit Services. Serve as department point person for the Shared Services program delivered by Fiscal and Audit Services.
o Route University technology agreements to appropriate stakeholders and facilitate process to ensure that agreements are moving in a timely manner.
o Independently manage and prioritize special projects as assigned by the CIO.
o Leadership Team Support: Arrange meetings with external stakeholders and standing internal meetings as needed.
o Perform other related duties as assigned.
o Plan, organize, and coordinate events for the CIO and IT leadership as needed; including organizing information, communicating with suppliers, developing programs, reserving location & equipment, and purchasing supplies & food.
o Bachelor’s Degree in Business, Communications or related field.
o A minimum of two years of experience in an administrative support position in a complex organization.
o Proven ability to handle sensitive situations and highly confidential information with tact and discretion.
o Proven experience managing complex calendaring and executive travel.
o Demonstrated self-starter and able to manage competing priorities.
o Demonstrated organizational skills and ability to manage projects.
o Ability to work successfully in a team environment, as well as independently.
o Strong interpersonal skills, including effective written and oral communication with diverse audiences.
o Proven ability to maintain harmonious relationships and effectively address sensitive administrative issues.
o Ability to perform successfully in a high volume setting with changing priorities and multiple deadlines.
o Ability to problem solve, be detail oriented, take initiative, anticipate needs, set priorities, manage multiple projects, and exercise good judgment.
o Ability to work with a diverse constituency.
o Experience performing fiscal duties and working with compliance rules and policy.
o Shared office space environment
o Work will be performed across UW Bothell campus
o Must be available to work occasional weeknights and weekends (infrequent).
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.
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.
Committed to attracting and retaining a diverse staff, the University of Washington will honor your experiences, perspectives and unique identity. Together, our community strives to create and maintain working and learning environments that are inclusive, equitable and welcoming.
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 firstname.lastname@example.org.