ADMINISTRATIVE ASSISTANT AND CHANCELLOR'S SCHEDULER

Req #: 239597 Department: OFFICE OF THE CHANCELLOR Appointing Department Web Address: Job Location Detail: There is no remote/telework available for this role. Posting Date: 10/11/2024 Closing Info: Open Until Filled Salary: $5,591 - $6,523 per month Shift: First Shift Notes: 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. (Although open until filled, priority application date is October 25, 2024. 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. The Office of the Chancellor has an outstanding opportunity for an Administrative Assistant to join their team. The Administrative Assistant plays a crucial role in the daily operations of the Office of the Chancellor, handling administrative and fiscal functions with a high level of tact, discretion, and diplomacy. This position is responsible for maintaining budgetary compliance, managing funds with the utmost discretion, and ensuring alignment with UW Bothell's mission, priorities, and values. The role demands strong ethical standards, personal integrity, strategic and detail-oriented thinking, and a resourceful, results-oriented mindset. A commitment to continuous quality improvement and providing outstanding service to a variety of internal and external stakeholders is expected. DUTIES AND RESPONSIBILITIES Administrative Support to the Office of the Chancellor Proactively manage the Chancellor's complex calendar under the general direction of the Senior Executive Assistant, using sound judgment to schedule and reschedule appointments and meetings as necessary based on priorities. Additionally, provide scheduling support to the Chief of Staff. Anticipate the Chancellor's needs by collecting and preparing essential information for meetings and daily activities, including the preparation of daily briefing materials for the Chancellor. Arrange travel itineraries for the Chancellor, Senior Executive Assistant and Chief of Staff, including coordinating with other travelers, booking airline tickets, hotel reservations, car rentals, and handling other related activities. Compile, log, and liaise with other staff to process reimbursement materials. Ensure compliance with university policies around travel and reimbursement. Serve as the main point of contact for visitors to the Office of the Chancellor Suite, offering assistance, addressing inquiries, answering questions, ensuring follow-up, and maintaining a welcoming environment. Develop and maintain collaborative workspaces for the Chancellor's councils and committees using SharePoint and cloud services. Provide comprehensive administrative support for meetings convened by the Chancellor, including booking and setting up conference rooms, providing technical support, and distributing meeting materials and notes. Provide fiscal support for purchasing office supplies, procurement card reconciliation, and travel reimbursements. Act as the point person for the Office of the Chancellor in the Shared Services program provided by UW Bothell Fiscal & Audit Services. Maintain effective electronic file management systems, including confidential files, in accordance with University of Washington records management policies. Assist with drafting, writing, and editing correspondence and other materials with a high degree of accuracy and attention to detail. Maintain the Office of the Chancellor webpages by creating pages, posting updated content, and establishing links. Provide administrative support to recruitments for campus leadership, including committee support, scheduling candidate interviews, and providing technical and interview/visit support.Fiscal and operations and compliance Provide ongoing budget advice and guidance to the Senior Executive Assistant and Chief of Staff, including tracking revenue and expenses, setting budget targets, forecasting spending, assisting with biennial budget requests, and proactively addressing concerns or opportunities for savings and efficiencies. Collaborate with the budget manager to ensure compliance, including regular budget reconciliations, timely submission of ProCard reports, and accurate reimbursement requests. Monitor internal controls and ensure compliance with contractual obligations and timelines. Oversee the development, implementation, and evaluation of standardized divisional policies and procedures. Prepare and process fiscal paperwork, including purchase requests, sole source documentation, personal services contracts, and other related documents. Reconcile departmental budgets, resolving any issues that arise, and produce monthly budget reports for the Office of the Chancellor. Manage purchasing of business supplies, tracking expenditures and delivery processes. Handle travel and expense reimbursements for the Chancellor, ensuring compliance with university policies and coordinating closely with UW Bothell Fiscal & Audit Services.Event and meeting coordination Plan, organize, and coordinate meetings and events on behalf of the Office of the Chancellor; includes collaborating with campus, university and external partners in organizing logistics, communicating with suppliers, reserving location and equipment, and purchasing supplies and food. Assist with coordinating schedules and itineraries for high visibility campus visitors such as city officials, donors, legislators, UW senior leadership, UW Regents, and external board members as needed. Independently manage and prioritize special projects as assigned by the Chancellor, Senior Executive Assistant, or Chief of Staff. Perform other related duties as assigned. MINIMUM REQUIREMENTS Bachelor's degree in business, communications, or related field. At least 2 years of experience in administrative support with a proven ability to handle sensitive situations and highly confidential information with tact and discretion.Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration. ADDITIONAL REQUIREMENTS Proven experience managing complex calendaring and executive travel. Demonstrated self-starter and able to manage competing priorities. Demonstrated organizational skills and ability to manage projects. Ability to work successfully in a team environment, as well as independently. Strong interpersonal skills, including effective written and oral communication with diverse audiences. Proven ability to maintain harmonious relationships and effectively address sensitive administrative issues. Ability to perform successfully in a very challenging, high-volume setting where deadlines and priorities constantly change. Ability to work independently with a high degree of reliability, accuracy, and productivity. Ability to problem solve, be detail oriented, take initiative, anticipate needs, set priorities, manage multiple projects, and exercise good judgment. Advanced proficiency with Microsoft Office. Ability to work with a diverse constituency. DESIRED QUALIFICATIONS Ability to research topics/issues quickly and efficiently given under limited guidance and direction. Direct experience in a college or university setting (especially at a branch campus) is preferred. Working knowledge of University of Washington systems and procedures. Experience with website maintenance using a content management system. Working knowledge of state ethics policies and rules. CONDITITIONS OF EMPLOYMENT Public-facing office environment Work will be performed across UW Bothell campus Must be available to work occasional weeknights and weekends (infrequent). Application Process: The application process 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 access 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. University of Washington is an affirmative action and equal opportunity employer. All qualified applicants will receive consideration for employment without regard to, among other things, race, religion, color, national origin, sexual orientation, gender identity, sex, age, protected veteran or disabled status, or genetic information.