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The University of Washington’s Information School is seeking an Assistant to the Associate Dean for Research to provide complex, confidential administrative support to the Associate Dean for Research (ADR) and coordination of Research Services activities. This role requires the Assistant to the Associate Dean to understand the unit’s responsibilities and relationships and to manage and facilitate the work of the Office of the ADR in areas including workflow, communications, policy, and procedures. The Assistant is essential to maintaining a fluid office environment that responds to the changing needs and foci of research in the Information School.
The Assistant is expected to be proactive in applying their special expertise or talents, speak up when they identify opportunities or concerns, and lead by taking actions that exemplify the Associate Dean for Research and the iSchool’s core leadership values. This leadership may be expressed in diverse ways, reflecting the variety of styles and cultures that are represented by iSchool faculty and staff.
WHAT YOU’LL BE DOING:
Administrative support for Associate Dean for Research
Provide primary administrative support to the ADR, requiring a high level of discretion and independent decision making, to ensure effectiveness in the ADR’s areas of responsibility.
- Serve as the initial point of contact for all inquiries to the Office of the Associate Dean for Research. Attend to requests not requiring the specific attention of the Associate Dean. Monitor activities and communication, and assist with prioritizing time sensitive issues and responding to all requests in a timely matter.
- Prepare and manage regular Research Services meeting agendas, presentation materials, spreadsheets, figures, and other documents as needed.
- Coordinate ADR calendar and meeting schedule.
- Provide meeting support and coordination for planning, agendas, background materials, minutes, and reports. Ensure technical needs, food, and other resources are properly authorized and coordinated. Manage and reconcile budgets allocated for meetings.
- Coordinate travel arrangements for the Associate Dean. Determine and prepare itineraries and support materials. Complete supporting documents for reimbursement.
- Liaise with Human Resources to advise ADR on personnel issues, with a high level of confidentiality, and attend to issues needing immediate attention.
- Facilitate annual and ongoing employee review process for all faculty and staff reporting to the Associate Dean for Research.
- Facilitate and manage internal reporting coordinated within the Office of the ADR.
- Lead and manage Research Services special projects as assigned and delegated by the Associate Dean for Research or the Dean.
Research Services Coordination
Provide coordination and reporting support for Research Services activities and management of Research Services budgets, ensuring that activities are initiated and brought to completion in a timely manner, while adhering to iSchool, University, state, and federal guidelines.
- Manage the calendar for Research Services schedule of activities.
- Develop and manage SharePoint and other web-based administrative sites for Research Services. Organize and manage information resources developed for Information School researchers and internal resources for the Research Services team.
- Provide event coordination support for annual Research Fair, weekly Research Symposium, and ad-hoc research events.
- In review of grant and contract proposals, liaise with Research Services personnel to analyze and flag issues to bring to the attention of the Associate Dean for Research.
- Following full Research Services review and approval of grant and contract proposals, may approve grant submissions in electronic grant administration systems (SAGE) on behalf of the ADR.
- Create regular and ad-hoc reports of research activity and outcomes using information from a variety of administrative database sources.
- Manage and reconcile Research Services budgets, including the, Research Seed Fund, Strategic Research Fund, and events budgets, totaling over $80,000 annually.
- Coordinate activities of the iSchool Research Committee.
- Support policy and procedure development and manage implementation and reporting.
- Monitor Research Services web pages, contributing to content and keeping content up to date.
- Attend All-School and staff meetings.
- Attend research administrative-related campus presentations, workshops, and trainings.
- Participate in iSchool events and activities as needed and appropriate.
- Perform other related duties as needed.
- Bachelor’s degree in Communications, English, Business, Human Resources, Information Science or related field.
- Three years of increasingly responsible administrative experience, involving coordination of activities and events, communication and reporting, and project management.
- Must show demonstrated ability to function independently while exercising skill and informed professional judgment.
- Excellent written and verbal communication skills: demonstrated experience in proof reading and editing; the ability to communicate and be comfortable with a variety of individuals ranging from undergraduate students to corporate-level executives.
- Must show demonstrated success in working with diverse populations.
- Proficiency in the use of MS Office Suite (Outlook, Word, Excel, PowerPoint) and Adobe applications (Acrobat).
- Familiarity with online calendaring or scheduling system.
- Must be highly organized and show a high level of attention to detail.
- Prior work experience at the University of Washington or another institute of higher education.
- Proficiency in the use of MS SharePoint
- Project management experience.
- Event planning and coordination experience.
- Knowledge of University of Washington policies and procedures, including those related to grants and contracts. Experience with UW Systems particularly SAGE and MyFD.
- Experience with federal grants and contracts policies and procedures.
- Understanding of the academic research process and funding environment.
WHAT’S IN IT FOR YOU
- Benefits, including medical and dental insurance and retirement plan.
- Paid vacation and sick leave, as well as 10 paid holidays a year and one personal day.
- Subsidized transit.
- Work for an exciting, cutting-edge center within the University of Washington.
- A satisfactory outcome of a reference check of previous employment.
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 Work 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.
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