University of Washington
ASSISTANT TO THE DIRECTOR
University of Washington, Seattle, Washington, us, 98127
If you are using a screen reader and experience any difficulty accessing our web pages, please call 206-543-2544 or email UWHires and we will be happy to assist you.Department:
UW FACILITIES: BUSINESS INNOVATION & TECHNOLOGYJob Location:
Seattle CampusJob Location Detail:
open to hybrid work schedule (combination in-office + remote)Posting Date:
10/25/2024Closing Info:
Closes On 11/21/2024Shift:
First ShiftAs 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.We have an outstanding opportunity for an
Assistant to the Director
to provide direct executive administrative support to the Executive Director (CIO) and Management Team of UW Facilities Business, Innovation & Technology Department (BIT). The role regularly exercises independent judgment and discretion related to departmental operations and policies, representing the goals and interests of BIT within UW Facilities and to the broader UW Community.This role provides seamless executive administrative support to the Executive Director and other BIT Directors and Managers, including calendar, event, information and communication management for BIT. Additionally, the role independently manages special projects and assignments which enable department leaders and their teams to focus on overarching department strategies and performance objectives. The assistant to the director has a clear overall understanding of all BIT programs and projects and provides essential support and detailed management to ensure directors and teams are focused and efficient. This position plays a key role in department process and information flow and helps the team ensure continual process and internal policy improvement is achieved.Primary Duties and Responsibilities
Research and Special Projects (10%)
Research, analysis and project management of special projects and ad hoc assignments, as assigned by the Directors.Oversee, collect and deliver all public record requests.Support the annual submission of the BIT departmental and strategic project budgets; assists in collecting data, coordinating stakeholder meetings, reviewing and editing documents and materials, and coordinating communication efforts and final submission.Scheduling, agenda coordination, meeting material preparation, and minutes documentation for BIT Steering Committee meetings with stakeholders throughout UW (including Bothel, Tacoma).Scheduling, agenda coordination, meeting material preparation, and minutes documentation for meetings with external Vendors / Suppliers.Develop or edit presentations, division wide communications, or correspondence on behalf of the BIT Leadership Team.Develop and edit ad-hoc reports regarding department performance or operations, which includes research and collaboration with peer institutions or consolidation of stakeholder or staff feedback.
Executive Support (30%)
Serve as principal communication liaison to the Directors and BIT Leadership team exercising a high degree of discretion and independent judgement in communications.Maintain confidentiality pertaining to budget and financial information when working on behalf of the Executive Director and/or management staff.Represent the CIO’s strategic goals, independently managing all administrative functions of the office in a professional, diplomatic, and highly confidential manner.Maintain an understanding of all BIT business units, services, policies, and projects. Ensure the efficient flow of requests, information, and materials.Manage executive calendars and proactively provide efficient planning, scheduling and coordination of meetings and special events.Independent decision making required for meeting management associated with rescheduling, postponing or relocating meetings as needed. Attend key meetings and provide accurate and concise reflections of discussions, questions, work products/assignments, and agreements.Develop and manage executive level correspondence, complex spreadsheets, division reports, key presentations, meeting materials, and other publications.Manage Monthly All Staff Meetings including scheduling, agenda preparation, preparation of presentation materials, coordination of guest speakers, AV equipment, and other related materials.Provide back-up executive level support to the Associate Vice Presidents (AVP) and the Executive Assistant to the VP as needed.
Business Unit Administration (40%)
Manage and support department policies and standard operations. Maintain information accuracy and integrity.Ensure appropriate financial stewardship of operational expenditures.Oversee travel arrangements, and submittal of reimbursements for the Director and all BIT staff associated with supporting registration, billing, and entry into UW eTravel/Ariba systems.Manage procurement card purchases and account reconciliation, departmental vehicle scheduling, arranged parking for guests, and professional organization membership management.Reconcile monthly financial reports with associated BIT activities, annual budgets and project budgets.Manage UWF IT equipment and software purchasing processes as directed by the Executive Director or his/her designee.Maintain updated software inventory and applicable licensing information for all major UWF/BIT software systems.Assist in management of department computer and cell phone inventory, coordinating replacement and rotation of inventory as needed.Coordinate with UW Facilities Communications Team on items that need to be communicated more broadly to UW Facilities or UW constituents.
Department HR Support (15%)
In collaboration with Partner Resources, manage time/absence tracking for all BIT staff, including all compliance related leave requests.Facilitate the hiring and onboarding/outboarding process for professional staff team members.Facilitate communication and monitoring of standard departmental processes to ensure BIT team is 100% compliant with UW policies.Coordination and processing of HR related team needs and inquiries.Provide supervisory support of staff and/or temporary, classified, and student employees as needed.Support the Director’s Office and the VP for Facilities with event planning efforts.
Performs other duties as assigned (5%)Core Competencies
Demonstrate personal integrity and trustworthiness.Manage stressful situations and changing priorities effectively.Anticipate, recognize and resolve problems.Be responsible and accountable.Use organizational skills and provide attention to details.Maintain a positive, optimistic, and success-oriented attitude.Exercise professionalism, which includes being tactful and courteous.Exhibit a professional work ethic.Continuously promote a safe work environment.Requirements include:
Bachelor’s degree and a minimum of two (2) years of directly related, increasing responsible administrative work, or equivalent.Demonstrated excellent interpersonal and oral/written communication skills.Demonstrated experience using multiple administrative systems to complete work.Demonstrated experience in administrative-level tasks related to purchasing and budgeting.Excellent organizational skills; ability to work independently and successfully coordinate multiple tasks.Demonstrated flexibility to meet changing needs and unpredictable deadlines.Excellent problem-solving skills; ability to analyze complex information, and to define and solve problems.Demonstrated ability to function effectively within a complex environment.Demonstrated ability to interpret policies and procedures.Excellent skills with standard productivity software including Microsoft Office Suite.Ability to travel efficiently to sites on and off campus.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 Information Technology software and hardware purchases and contracts.Experience working in higher education and/or local government.Experience supporting executive leader(s) in a large/complex organization.Possession of a valid Washington State driver’s license.Conditions of Employment:
While usual hours fall within standard business hours, work may be required during hours beyond standard business hours, including weekends.Work is normally performed in a typical interior/office environment.Ability to lift, bend, and reach consistent with routine office/administrative activities.Must be able to work in a non-smoking environment.Regular and predictable attendance is required.Telework Eligibility
This position may be eligible to work remotely on a hybrid basis, upon mutual agreement with supervisor and in accordance with University telework policies.Application Process:
The application process for UW positions may include completion of a variety of online assessments. Please note that your application will not be reviewed until all required assessments have been completed.Committed to attracting and retaining a diverse staff, the University of Washington will honor your experiences, perspectives and unique identity.To request disability accommodation in the application process, contact the Disability Services Office at 206-543-6450 or dso@uw.edu.Applicants considered for this position will be required to disclose if they are the subject of any substantiated findings or current investigations related to sexual misconduct at their current employment and past employment.
#J-18808-Ljbffr
UW FACILITIES: BUSINESS INNOVATION & TECHNOLOGYJob Location:
Seattle CampusJob Location Detail:
open to hybrid work schedule (combination in-office + remote)Posting Date:
10/25/2024Closing Info:
Closes On 11/21/2024Shift:
First ShiftAs 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.We have an outstanding opportunity for an
Assistant to the Director
to provide direct executive administrative support to the Executive Director (CIO) and Management Team of UW Facilities Business, Innovation & Technology Department (BIT). The role regularly exercises independent judgment and discretion related to departmental operations and policies, representing the goals and interests of BIT within UW Facilities and to the broader UW Community.This role provides seamless executive administrative support to the Executive Director and other BIT Directors and Managers, including calendar, event, information and communication management for BIT. Additionally, the role independently manages special projects and assignments which enable department leaders and their teams to focus on overarching department strategies and performance objectives. The assistant to the director has a clear overall understanding of all BIT programs and projects and provides essential support and detailed management to ensure directors and teams are focused and efficient. This position plays a key role in department process and information flow and helps the team ensure continual process and internal policy improvement is achieved.Primary Duties and Responsibilities
Research and Special Projects (10%)
Research, analysis and project management of special projects and ad hoc assignments, as assigned by the Directors.Oversee, collect and deliver all public record requests.Support the annual submission of the BIT departmental and strategic project budgets; assists in collecting data, coordinating stakeholder meetings, reviewing and editing documents and materials, and coordinating communication efforts and final submission.Scheduling, agenda coordination, meeting material preparation, and minutes documentation for BIT Steering Committee meetings with stakeholders throughout UW (including Bothel, Tacoma).Scheduling, agenda coordination, meeting material preparation, and minutes documentation for meetings with external Vendors / Suppliers.Develop or edit presentations, division wide communications, or correspondence on behalf of the BIT Leadership Team.Develop and edit ad-hoc reports regarding department performance or operations, which includes research and collaboration with peer institutions or consolidation of stakeholder or staff feedback.
Executive Support (30%)
Serve as principal communication liaison to the Directors and BIT Leadership team exercising a high degree of discretion and independent judgement in communications.Maintain confidentiality pertaining to budget and financial information when working on behalf of the Executive Director and/or management staff.Represent the CIO’s strategic goals, independently managing all administrative functions of the office in a professional, diplomatic, and highly confidential manner.Maintain an understanding of all BIT business units, services, policies, and projects. Ensure the efficient flow of requests, information, and materials.Manage executive calendars and proactively provide efficient planning, scheduling and coordination of meetings and special events.Independent decision making required for meeting management associated with rescheduling, postponing or relocating meetings as needed. Attend key meetings and provide accurate and concise reflections of discussions, questions, work products/assignments, and agreements.Develop and manage executive level correspondence, complex spreadsheets, division reports, key presentations, meeting materials, and other publications.Manage Monthly All Staff Meetings including scheduling, agenda preparation, preparation of presentation materials, coordination of guest speakers, AV equipment, and other related materials.Provide back-up executive level support to the Associate Vice Presidents (AVP) and the Executive Assistant to the VP as needed.
Business Unit Administration (40%)
Manage and support department policies and standard operations. Maintain information accuracy and integrity.Ensure appropriate financial stewardship of operational expenditures.Oversee travel arrangements, and submittal of reimbursements for the Director and all BIT staff associated with supporting registration, billing, and entry into UW eTravel/Ariba systems.Manage procurement card purchases and account reconciliation, departmental vehicle scheduling, arranged parking for guests, and professional organization membership management.Reconcile monthly financial reports with associated BIT activities, annual budgets and project budgets.Manage UWF IT equipment and software purchasing processes as directed by the Executive Director or his/her designee.Maintain updated software inventory and applicable licensing information for all major UWF/BIT software systems.Assist in management of department computer and cell phone inventory, coordinating replacement and rotation of inventory as needed.Coordinate with UW Facilities Communications Team on items that need to be communicated more broadly to UW Facilities or UW constituents.
Department HR Support (15%)
In collaboration with Partner Resources, manage time/absence tracking for all BIT staff, including all compliance related leave requests.Facilitate the hiring and onboarding/outboarding process for professional staff team members.Facilitate communication and monitoring of standard departmental processes to ensure BIT team is 100% compliant with UW policies.Coordination and processing of HR related team needs and inquiries.Provide supervisory support of staff and/or temporary, classified, and student employees as needed.Support the Director’s Office and the VP for Facilities with event planning efforts.
Performs other duties as assigned (5%)Core Competencies
Demonstrate personal integrity and trustworthiness.Manage stressful situations and changing priorities effectively.Anticipate, recognize and resolve problems.Be responsible and accountable.Use organizational skills and provide attention to details.Maintain a positive, optimistic, and success-oriented attitude.Exercise professionalism, which includes being tactful and courteous.Exhibit a professional work ethic.Continuously promote a safe work environment.Requirements include:
Bachelor’s degree and a minimum of two (2) years of directly related, increasing responsible administrative work, or equivalent.Demonstrated excellent interpersonal and oral/written communication skills.Demonstrated experience using multiple administrative systems to complete work.Demonstrated experience in administrative-level tasks related to purchasing and budgeting.Excellent organizational skills; ability to work independently and successfully coordinate multiple tasks.Demonstrated flexibility to meet changing needs and unpredictable deadlines.Excellent problem-solving skills; ability to analyze complex information, and to define and solve problems.Demonstrated ability to function effectively within a complex environment.Demonstrated ability to interpret policies and procedures.Excellent skills with standard productivity software including Microsoft Office Suite.Ability to travel efficiently to sites on and off campus.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 Information Technology software and hardware purchases and contracts.Experience working in higher education and/or local government.Experience supporting executive leader(s) in a large/complex organization.Possession of a valid Washington State driver’s license.Conditions of Employment:
While usual hours fall within standard business hours, work may be required during hours beyond standard business hours, including weekends.Work is normally performed in a typical interior/office environment.Ability to lift, bend, and reach consistent with routine office/administrative activities.Must be able to work in a non-smoking environment.Regular and predictable attendance is required.Telework Eligibility
This position may be eligible to work remotely on a hybrid basis, upon mutual agreement with supervisor and in accordance with University telework policies.Application Process:
The application process for UW positions may include completion of a variety of online assessments. Please note that your application will not be reviewed until all required assessments have been completed.Committed to attracting and retaining a diverse staff, the University of Washington will honor your experiences, perspectives and unique identity.To request disability accommodation in the application process, contact the Disability Services Office at 206-543-6450 or dso@uw.edu.Applicants considered for this position will be required to disclose if they are the subject of any substantiated findings or current investigations related to sexual misconduct at their current employment and past employment.
#J-18808-Ljbffr