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The Office of the Dean of the College of Engineering has an outstanding opportunity for an Assistant to the Director of Finance & Administration.
This position provides administrative support to organize, coordinate, and execute the day-to-day administrative functions of the Office of the Dean of the College of Engineering. Reporting to the Director of Finance & Administration (DFA), this position is expected to use independent professional judgement, initiative, experience, and knowledge in support of the fiscal, human resources, administrative, technology, and infrastructure functions of the College. This position will represent the DFA’s, the Dean’s Office, and the College’s goals and interests to the rest of campus.
Sensitivity, accuracy, and timeliness are critical. As such, the College is seeking a highly motivated, pro-active, team-oriented individual to lead the implementation and coordination of strategic activities. This position will work to ensure that core administrative operations and services in the Dean’s Office and in the College are effectively and efficiently organized, work plans and process flows are established and shared, deadlines are met, communication with leadership and staff is timely and professional, and methods/procedures are in place. This position requires the ability to balance both excellent customer service with oversight and compliance.
The working relationships between the College and other offices across campus must be pursued knowledgeably and amicably. This position must understand the content and mission of the College as well as its constituents. As such, this position calls for substantial organization, problem-solving, and project management skills, as well as individual initiative and excellent written and verbal communication skills. This position is expected to use independent judgement and decision-making skills in the management of the activities of the DFA and in meeting the College’s priorities. This position must act consistently with discretion and diplomacy.
The College of Engineering is comprised of ten academic units as well as research institutes and centers. With annual expenditures exceeding $250M, the College has approximately 265 tenured or tenure track faculty, and an additional 200 full-time staff. The College supports student education of approximately 5300 undergraduates and 2700 graduate students, and awards over 2000 degrees on an annual basis.
This position must maintain excellent working relationships with senior leadership in the College and provide superior customer service support. This position is in daily contact with the Vice/Associate Deans and their assistants. Other positions that this role will work closely with include department chairs, administrators, as well as Engineering directors of Human Resources, Research, Infrastructure, Facilities, and Academic Advising.
This position must maintain excellent working relationships with faculty, staff, and students at all ranks, including Senior Leadership in the College and across campus. This position is in daily contact with the College of Engineering Dean, Vice Dean, Associate Dean, Chairs, Senior Director of Finance & Administration, Administrators, and the Director of Human Resources. The working relationships between the College and other offices on campus must be pursued knowledgeably and amicably; this position must operate at a high level of operational sophistication and independence that promotes collaboration and communication.
Support to the Director of Finance and Administration
- Primary administrative and planning contact for internal and external meetings and projects, which includes developing tables, trend graphs, and presentations.
- Has delegated authority to perform professional level administrative duties, including managing requests and workflow to other professional staff in the areas of finance, HR, research management, computing services, and infrastructure.
- Make recommendations and decisions regarding a broad range of administrative functions, including financial and trend analysis, organizational structures, workflow processes and related documentation and communications internal and external to the college.
- Represent the College of Engineering and the Director of Finance & Administration on committees as appropriate.
- Serve as an integral member of the College of Engineering Dean’s Office Finance Team. Typical work may include monitoring of budgets, budget reports, review of expenditures, projections, and related analysis.
- Serves as an integral member of the College of Engineering Dean’s Office Human Resources Team. Typical work may include workload planning, process mapping, project management, and organizational analysis.
- Manage and track multiple simultaneous projects across finance, human resources, information technology, infrastructure and more. Have a firm understanding of both horizontal and vertical impacts of communications, projects and policies. Projects could include management of faculty start-up funds, records retention, extraction of data and related reports, and process mapping.
- Working with Engineering leadership, support the development of policies and procedures in the area of administration and finance.
- Support communication, including drafting, proofing and reviewing correspondence. Review incoming correspondence, recommend actions and monitor tasks.
- Interact routinely with department Chairs and Administrators, Dean’s Office staff, and other campus partners including the Office of Planning and Budgeting, Finance Transformation, Academic Human Resources, and others.
- Responsible for maintaining the Director of Finance and Administration’s calendar. This includes setting up meetings, meeting spaces, and providing information regarding meetings to the Director of Finance and Administration. Requires and understanding of priorities and monitoring email communications.
Serve as Liaison to the Office of Public Records
- Serve as the designated liaison to the Office of Public Records for the College of Engineering.
- Receive and respond to all communications and requests from the Office of Public Records.
- As appropriate, communicate with all parties in order to ensure compliance and timely response to requests.
- Field questions from stakeholders and central offices. Coordinate with central offices regarding communications and responses.
- Maintain tracking spreadsheet with status of all public records requests.
Support to the Assistant to the Dean
- Serve as back-up to the Assistant to the Dean during absence, including calendaring, composing letters, copy editing, and general correspondence.
Other Tasks as Assigned
- Bachelor's degree in business, finance, or related field
- Four to five years of professional experience that includes an increasing level of administrative experience or equivalent education/experience
- Strong analytical and practical business skills including the ability to solve unstructured problems and clarify complex issues and present them in an understandable manner.
- Demonstrated negotiation, consultative, interview, facilitation and change management skills
- Excellent project management, organization and administrative skills with a high degree of accuracy and attention to detail
- Excellent interpersonal and communication skills with an emphasis on writing and editing
- Comfortable with exercising independent judgment and decision-making
- Ability to think proactively and initiate actions appropriately
- Team player willing to collaborate with executive leadership teams to meet College goals
- Skilled at prioritizing work, managing heavy workloads with frequent interruptions, and meeting deadlines
- Capable of working with issues of a confidential nature and using discretion and tact to handle complex situations
- Expertise with Microsoft Office (Access, Excel, Outlook, SharePoint, Word), presentation preparation (PowerPoint, etc.), and Google Apps
- Experience with business process improvement within a large, complex organization
- Ability to work with a diverse constituency
Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration.
Work experience at the UW or another academic institution.