ASSISTANT TO THE ASSOCIATE DEAN OF ADVANCEMENT

University of Washington - Seattle, WA4.1

Full-time
Notes: First consideration will be given to those who apply by Wednesday April 3, 2019
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 five consecutive years.

College of Arts & Sciences has an outstanding opportunity for an Assistant to the Dean of Advancement

Provide senior-level administrative support in a confidential and professional manner to the Associate Dean for Advancement, as well as the College Advisory Board by tracking, reporting on, and coordinating activity within the College of Arts & Sciences Advancement team and acting on behalf of the Associate Dean for Advancement in their absence. Manage the flow of information between executive level advancement staff and serve as liaison between the College of Arts & Sciences, and other units and individuals at the university, including but not limited to the Offices of the Vice President, Deans, and individual schools, colleges and programs.

Under the direction of the Associate Dean, this position is responsible for a broad range of duties in support of the Assoc. Dean and the Arts & Sciences Advancement office including, but not limited to: delegated project management, College Advisory Board oversight, occasional event support, executive scheduling and briefing, and other administrative functions.

The Assistant to the Assoc. Dean must have the ability to work in a fast paced environment with many complexities and at times, ambiguity.

DUTIES AND RESPONSIBILITIES

Program Development and Management

Manage Associate Dean’s involvement within and related to College of Arts & Sciences fundraising programs, including the scheduling of complex, issue-sensitive meetings, arrangement of locations, gathering and distribution of pertinent information. This includes evaluating the need to reschedule, postpone or relocate meetings based on changing priorities and emerging issues.

Provide broad administrative support to the Assoc. Dean, the Dean and Divisional Deans of the College of Arts & Sciences, including preparation of documents, spreadsheets, presentations and correspondence. Track and manage timelines for projects and deliverables.

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.

Assist the Associate Dean 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.

Maintain relationships with the Dean’s office, the central University Advancement executive offices, and other key stakeholders and partners across campus to ensure good working relationships and smooth operations. Collaborate with the A&S Marketing & Communications team as needed on events and initiatives in support of the Associate Dean. Convey a positive attitude and enthusiasm.

Design and prepare briefing documents for the Associate Dean for Advancement in advance of all scheduled meetings. Prepare meeting agendas for all meeting participants, ensuring the Associate Dean receives all required background materials. Initiate meeting follow up and report progress back to the Assoc. Dean. Anticipate needs of the Associate Dean.

Independently screen and prioritize all meeting requests; highlight, investigate and summarize key information for executive review.

Respond to all meeting inquiries in a timely, personable, accurate, and efficient manner.

Skillfully refer internal and external inquiries, comments and/or complaints to the appropriate area.

Ability to anticipate leadership needs and proactively provide support as necessary.

Arrange travel, make reservations and prepare travel briefings.

Maintain and manage all programs/projects operating under the Assoc. Dean’s purview in order to provide effective support. Monitor action plans, maintain ticklers and track deadlines.

Establish, communicate and follow effective administrative process. Identify opportunities to improve processes and create efficiencies.

Exercise a high degree of judgment in communicating with all constituents, Advancement staff, deans, directors, donors and volunteers. Work closely with other A&S Advancement administrative staff to provide coordinated administrative support.

Provide administrative support for Directors of Advancement weekly meetings. Coordinate logistics, agendas, and meeting materials and take meeting minutes.

Critically review and evaluate for accuracy and completeness material prepared for use by the Assoc. Dean.

Work closely with Advancement Administrator and provide back-up support in general office management.

College Advisory Board Relations

Provide leadership, direction and support to the College Advisory Board.

Oversee production of three quarterly board meetings. Work directly with College of Arts & Sciences Dean, Assoc. Dean and Board Chair in calling meetings, setting and coordinating agenda, inviting guests, securing speakers, and compiling and disseminating meeting information.

Collaborate with the A&S Marketing & Communication team through the Marketing Communications & Traffic Manager on event planning, including AV needs, room reservations, food, signage, board packets, day-of event support, etc.

Create and send meeting invitations. Create annotated agendas with show flow and talking points for meeting speakers. Convene planning check-ins and show run-throughs prior to meetings as appropriate.

Schedule individual or small group lunches and dinners for Board members with the Dean, Department Chairs, Professors and senior level officials. Facilitate Board contact with senior level officials on campus. Arrange Board member participation on UW Foundation Board and other volunteer opportunities. Work with Assoc. Dean and Board Chair in recruiting and orienting new members.

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

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.

Conflict Resolution: Works to resolve conflicts and differences through dialog and open communication in a timely manner; sees every difference as an opportunity for growth and change.

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 three years of experience in administrative support or related field.

Equivalent combination of comparable knowledge and skills may substitute for education and/or experience.

Proven ability to work well with leadership, high level administrators, volunteers and community advisory committees.

High proficiency in Microsoft Outlook and executive level calendaring experience.

Demonstrated strong computer skills, including proficiency with Microsoft Word, Excel, and PowerPoint for correspondence, special reports, spreadsheets, databases, forms, etc.

Desired Qualifications

Professional poise, judgment and problem-solving skills.

Attention to detail, initiative and timely follow-through.

Demonstrated ability to prioritize and manage time-sensitive tasks, projects and workflow in a fast-paced, dynamic environment.

Experience organizing and maintaining electronic filing systems.

Ability to work well under pressure with short deadlines.

Knowledge of the integrated advancement model and 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.

Must have regular and reliable transportation for local travel and willing to travel when necessary.

Ability to lift/move 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 Standing: duration of 4+ hours for events
o Ability to work greater than a 10 hour day

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