ASSISTANT TO THE DIRECTOR

University of Washington - Seattle, WA4.1

Full-time
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.

UW Facilities manages the University’s buildings, infrastructure and land, with more than 1,100 employees in a variety of fields. The Asset Management group includes Capital & Space Management, Real Estate, Sustainability and other teams responsible for planning and workload management. The Operations group includes Project Delivery, Maintenance & Construction, Campus Utilities & Operations, Building Services, Transportation Services and Safety. Supporting these groups, as well as the separate Emergency Management team, are the Business Intelligence & Information Technology group and the Finance & Administration group.

Facilities Asset Management has an excellent opportunity for an Assistant to the Director in our Capital & Space Management (CSM) department.

The Assistant to the Director provides executive and programmatic support to the Executive Director of Capital & Space Management (CSM). This position is the central point of contact for CSM, and is responsible for managing the day-to-day activities of the Executive Director and the CSM team. The Assistant to the Director must regularly exercise independent judgment and discretion related to departmental operations and policies, and represents the goals and interests of CSM & Facilities Asset Management.

Responsibilities:
  • Provides research, analysis and coordination of special projects related to budgets, schedules and closeout reports for the Executive Director of Capital & Space Management.
  • Creates, writes, edits, and finalizes reports for Facilities Asset Management, and assists with the writing and editing of material for the department newsletter, website, and other publications.
  • Uses Microsoft Word, Excel and PowerPoint to write and edit correspondence, complex spreadsheets, presentations, and technical materials. Reviews outgoing documents for signature, format, accuracy, compliance with procedural instructions and inclusion of background material.
  • Manages leave records and timekeeping for Capital & Space Management, and handles other confidential information using good judgment and discretion.
  • Maintains records management program assuring compliance with State approved record retention schedules and other regulatory requirements; coordinates consolidation of records from other unit’s offices.
  • Schedules and coordinates meetings and appointments with a variety of internal and external parties. Makes room reservations and prepare agendas. Attends meetings as directed and write minutes for the meetings that accurately, clearly, and concisely reflect the discussions, and documents negotiated agreements between the parties.
  • Reviews, reconciles and reports on departmental budgets to ensure we are tracking effectively and being good stewards of our operational uses.
  • Receives, manages, screens, and prioritizes communications, including mail, e-mail, telephone calls, voice mail, and appointments, and provides assistance using independent judgment to determine which communications require priority and or confidential attention.
  • Makes travel arrangements, prepares and processes requisitions & vouchers, and prepares Ariba reimbursements.
  • Orders office supplies, equipment, printing, and maintenance services and prepares purchase requisitions for set-up.
  • Provides back-up executive level support to the Associate Vice President.
  • May be required to supervise support staff or temporary/student employees.
  • Other duties as assigned.
Core Competencies:
CSM has adopted a set of core competencies that are central to the fulfillment of our mission: assessment and analysis, problem solving, flexibility, teamwork and collaboration, managing oneself, communication, organizational awareness, and personal character. For this position, key examples of core competency behaviors include:

  • Creating and maintaining productive working relationships with customers and CSM team members
  • Exhibiting attention to detail and thoroughness in completing tasks and deliverables
  • Managing and prioritizing workload independently
  • Expressing ideas clearly and concisely in verbal and written form
  • Working under pressure to meet internal and external deadlines
  • Identifying, managing and resolving issues
  • Delivering a high level of customer service
  • Exercising discretion in handling sensitive information
  • Handling several problems or tasks at once in an effective and professional manner
Requirements include:
  • BA and 1 year or more of increasingly responsible administrative work
  • A high level of proficiency with Microsoft Office applications, including Outlook, Word Excel and PowerPoint, Adobe Photoshop
  • Strong writing and editing skills.
  • Excellent interpersonal skills and the ability to work collaboratively with a variety of people.
  • Excellent organizational skills and demonstrated ability to handle multiple projects.
  • Demonstrated ability to work under pressure and to meet deadlines.
  • Demonstrated ability to be adaptable and flexible in a changing environment.
  • Excellent communication skills, both verbal and written. Proofreading and editing skills.
  • Ability to generate and deliver meeting minutes for the team as needed.
  • Detail oriented with a high degree of accuracy.
  • Demonstrated good judgment and ability to work independently
Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration.

Desired:
  • Experience working in a higher education/campus environment
  • Experience in managing the communications and calendars for senior managers and executives
  • Experience analyzing data and creating complex spreadsheet reports
  • Supervisory experience
Conditions of Employment:
  • Regular and predictable attendance is required.
  • Must be able to work in a non-smoking environment.
  • Ability to lift/move at least [25 pounds].
  • Ability to work occasional evenings and weekends as needed.
As a UW employee, you will enjoy generous benefits and work/life programs. For a complete description of our benefits for this position, please visit our website, click here.