University of Washington
EXECUTIVE ASSISTANT TO THE DEAN
University of Washington, Seattle, Washington, us, 98127
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Benefits:
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. The Executive Assistant to the Dean provides high-level executive administrative and operational support to the Dean of the Foster School of Business. This in-person role operates in a fast-paced, dynamic, and deadline-driven environment, requiring the individual to be proactive, strategic, and capable of confidentially managing the daily operations of the Dean’s Office. The position demands independent decision-making, priority setting, expert project management skills including the ability to gather, analyze, summarize, and prepare presentations, the ability to lead and work succinctly with other Dean’s Office staff, and the exercise of excellent judgment on behalf of the Dean. The Executive Assistant to the Dean will be instrumental in managing the efficiency and effectiveness of the Dean’s Office at the Foster School. This role involves advising the Dean on current and emerging school and campus-wide issues, proactively determining the Dean’s needs for meetings and events, and preparing and coordinating briefing materials. The Executive Assistant will serve as a critical liaison between the Dean, Associate Deans, Assistant Deans, Department Chairs, Center and Program Directors, and individuals both on and off campus. Additionally, this role is a central resource for information about the Dean’s priorities and strategic initiatives. The individual will assume responsibility for complex and often confidential administrative and operational tasks and projects, oversee relationships with external constituencies, and intake, review, and act on requests for information from various constituents within the Foster School, across the UW campus, and externally. The successful candidate will be a key member of the Dean’s Office team, expected to work collaboratively with other team members, provide timely, accurate, and thoughtful replies, and follow up on action items on behalf of the Dean as appropriate. This position requires excellent organizational and operational skills, along with tact, sensitivity, diplomacy, empathy, and sound judgment in managing confidential matters critical to the Foster School’s success. The individual will serve as the first point of contact for the Dean and must demonstrate high ethical standards, personal integrity, strategic and detail-oriented thinking, a resourceful and results-oriented mindset, and excellent interpersonal and communication skills. DUTIES AND RESPONSIBILITIES
The Assistant to the Dean serves as the primary executive support professional for the Dean of the Foster School of Business, ensuring smooth day-to-day operations of the Dean’s Office. This position is an integral, pivotal role for the Dean’s leadership team and must manage activities, critical interactions, and provide high-level administrative, operational, and strategic support to the Dean and School leadership. Executive Assistance to the Dean (40%)
Exercise independent judgment in managing the Dean’s schedule, prioritizing meetings, and determining when and how to escalate issues. Provide executive-level administrative support to the Dean, ensuring that priorities and obligations are met. Strategically manage the Dean’s schedule, including handling phone calls, emails, calendaring, reserving meeting spaces, and coordinating logistics and event support. Proactively identify and resolve scheduling conflicts, applying independent judgment to prioritize and reschedule meetings as needed. Schedule and organize committee and team meetings, including sending calls for agenda items, preparing agendas, taking notes, summarizing takeaways, and following up on action items as appropriate. Develop, review, and draft executive-level communications and presentations with a high degree of accuracy. Gather, analyze, summarize, and create concise reports and presentations for the Dean, which may require Excel and analytical skills, the creation of surveys, the use of generative AI, project management skills, and presentation software skills. Collaborate with the Dean to review, draft, and implement office and school-wide policies, as needed. Administrative & Office Management (20%)
Manage the daily operations of the Dean’s Office, including in-person meetings, drop-in visits, supplies, and office appearance. Lead and work succinctly with other members of the Dean’s Office Administrative Support Team. Provide leadership to members of the Dean’s Office Administrative support team, ensuring consistent and efficient operations. Assign tasks, manage workflows, and offer guidance to team members, including administrative assistants and student workers. May directly supervise one or more student workers; this includes daily performance management, training, and development. Foster a collaborative team environment focused on excellence, professionalism, and responsive service. Oversee the public records request process involving the Dean, coordinate responses across involved parties, and ensure compliance with records retention policies. Maintain office files (both paper and electronic) in accordance with retention schedules. Ensure effective operation of administrative functions, including record-keeping, correspondence, and reporting. Manage support functions such as contact lists and access to shared drives. Budget Management and Analysis (10%)
Review expenditures, identify cost-saving opportunities, and ensure alignment and strategic priorities. Monitor and reconcile expenditures for the Dean’s Office budget, ensuring compliance with university policies and procedures. Manage procurement activities, including purchases, reimbursements, and expense tracking. Collaborate with financial staff to support event budget development, track spending, and provide reports to the Dean. Event Management and Travel (10%)
Provide logistical support for all events hosted by the Dean. Organize high-profile events, retreats, and meetings, handling logistics, communications, and follow-up actions. Strategically manage travel arrangements and process travel and expense reimbursements. Handle reimbursements for purchases. Manage and reconcile Procard expenditures. Special Project Management (10%)
Plan, coordinate, and execute strategic initiatives and ad hoc projects as directed by the Dean. Provide backup support to other Dean’s Office Administrative Staff (5%)
Provide backup support to Associate Deans in the absence of their assistants (5%)
Other Responsibilities as assigned
Lead Responsibilities:
This position must be a proactive leader, ensuring smooth operations and effective support for the Dean and the broader administrative team, including student assistants. Organize daily workflow, prioritize and delegate tasks. Provide onboarding, training, and mentorship to new support team members. Manage student work schedules, timesheets, provide feedback to support staff and growth development. MINIMUM REQUIREMENTS
Bachelor’s degree and a minimum of four years of experience supporting a leader in a complex environment, preferably in higher education. Demonstrated commitment to inclusion, belonging, equity, and accessibility. Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration. ADDITIONAL REQUIREMENTS
Strong proficiency in Microsoft Office, including Outlook, Word, Excel, PowerPoint, and technology used at UW (Outlook365, SharePoint, Teams). Excellent communication skills, with a high level of confidentiality, diplomacy, discretion, and tact. Proven ability to exercise independent judgment, make decisions, and follow through with actions. Exceptional time management and organizational skills, with the ability to prioritize and adapt to changing tasks. Strong commitment to providing effective customer service and timely responses to requests. Collaborative leader and team player with a spirit of cooperation and respect. Strong interpersonal skills, with the ability to interact effectively with faculty, students, corporate executives, and university administrators. Demonstrated experience in handling confidential matters and following through on projects independently. Ability to multitask and manage competing priorities while maintaining attention to detail. Ability to remain organized and focused in a fast-paced environment with frequent interruptions. A willingness to work collaboratively to achieve the goals of the school. DESIRED QUALIFICATIONS
Experience using generative AI to improve the efficiency and effectiveness of tasks. Event management experience and social media monitoring experience a plus. WORKING CONDITIONS
This position is primarily an in-office role, 4-5 days per week. Additionally, this position may require off-hours, off-site work to support events, deadlines, etc. 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 log into your “My Jobs” page. If you choose 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. Committed to attracting and retaining a diverse staff, the University of Washington will honor your experiences, perspectives, and unique identity. Together, our community strives to create and maintain working and learning environments that are inclusive, equitable, and welcoming. 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. Disclosure is required under Washington state law.
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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. The Executive Assistant to the Dean provides high-level executive administrative and operational support to the Dean of the Foster School of Business. This in-person role operates in a fast-paced, dynamic, and deadline-driven environment, requiring the individual to be proactive, strategic, and capable of confidentially managing the daily operations of the Dean’s Office. The position demands independent decision-making, priority setting, expert project management skills including the ability to gather, analyze, summarize, and prepare presentations, the ability to lead and work succinctly with other Dean’s Office staff, and the exercise of excellent judgment on behalf of the Dean. The Executive Assistant to the Dean will be instrumental in managing the efficiency and effectiveness of the Dean’s Office at the Foster School. This role involves advising the Dean on current and emerging school and campus-wide issues, proactively determining the Dean’s needs for meetings and events, and preparing and coordinating briefing materials. The Executive Assistant will serve as a critical liaison between the Dean, Associate Deans, Assistant Deans, Department Chairs, Center and Program Directors, and individuals both on and off campus. Additionally, this role is a central resource for information about the Dean’s priorities and strategic initiatives. The individual will assume responsibility for complex and often confidential administrative and operational tasks and projects, oversee relationships with external constituencies, and intake, review, and act on requests for information from various constituents within the Foster School, across the UW campus, and externally. The successful candidate will be a key member of the Dean’s Office team, expected to work collaboratively with other team members, provide timely, accurate, and thoughtful replies, and follow up on action items on behalf of the Dean as appropriate. This position requires excellent organizational and operational skills, along with tact, sensitivity, diplomacy, empathy, and sound judgment in managing confidential matters critical to the Foster School’s success. The individual will serve as the first point of contact for the Dean and must demonstrate high ethical standards, personal integrity, strategic and detail-oriented thinking, a resourceful and results-oriented mindset, and excellent interpersonal and communication skills. DUTIES AND RESPONSIBILITIES
The Assistant to the Dean serves as the primary executive support professional for the Dean of the Foster School of Business, ensuring smooth day-to-day operations of the Dean’s Office. This position is an integral, pivotal role for the Dean’s leadership team and must manage activities, critical interactions, and provide high-level administrative, operational, and strategic support to the Dean and School leadership. Executive Assistance to the Dean (40%)
Exercise independent judgment in managing the Dean’s schedule, prioritizing meetings, and determining when and how to escalate issues. Provide executive-level administrative support to the Dean, ensuring that priorities and obligations are met. Strategically manage the Dean’s schedule, including handling phone calls, emails, calendaring, reserving meeting spaces, and coordinating logistics and event support. Proactively identify and resolve scheduling conflicts, applying independent judgment to prioritize and reschedule meetings as needed. Schedule and organize committee and team meetings, including sending calls for agenda items, preparing agendas, taking notes, summarizing takeaways, and following up on action items as appropriate. Develop, review, and draft executive-level communications and presentations with a high degree of accuracy. Gather, analyze, summarize, and create concise reports and presentations for the Dean, which may require Excel and analytical skills, the creation of surveys, the use of generative AI, project management skills, and presentation software skills. Collaborate with the Dean to review, draft, and implement office and school-wide policies, as needed. Administrative & Office Management (20%)
Manage the daily operations of the Dean’s Office, including in-person meetings, drop-in visits, supplies, and office appearance. Lead and work succinctly with other members of the Dean’s Office Administrative Support Team. Provide leadership to members of the Dean’s Office Administrative support team, ensuring consistent and efficient operations. Assign tasks, manage workflows, and offer guidance to team members, including administrative assistants and student workers. May directly supervise one or more student workers; this includes daily performance management, training, and development. Foster a collaborative team environment focused on excellence, professionalism, and responsive service. Oversee the public records request process involving the Dean, coordinate responses across involved parties, and ensure compliance with records retention policies. Maintain office files (both paper and electronic) in accordance with retention schedules. Ensure effective operation of administrative functions, including record-keeping, correspondence, and reporting. Manage support functions such as contact lists and access to shared drives. Budget Management and Analysis (10%)
Review expenditures, identify cost-saving opportunities, and ensure alignment and strategic priorities. Monitor and reconcile expenditures for the Dean’s Office budget, ensuring compliance with university policies and procedures. Manage procurement activities, including purchases, reimbursements, and expense tracking. Collaborate with financial staff to support event budget development, track spending, and provide reports to the Dean. Event Management and Travel (10%)
Provide logistical support for all events hosted by the Dean. Organize high-profile events, retreats, and meetings, handling logistics, communications, and follow-up actions. Strategically manage travel arrangements and process travel and expense reimbursements. Handle reimbursements for purchases. Manage and reconcile Procard expenditures. Special Project Management (10%)
Plan, coordinate, and execute strategic initiatives and ad hoc projects as directed by the Dean. Provide backup support to other Dean’s Office Administrative Staff (5%)
Provide backup support to Associate Deans in the absence of their assistants (5%)
Other Responsibilities as assigned
Lead Responsibilities:
This position must be a proactive leader, ensuring smooth operations and effective support for the Dean and the broader administrative team, including student assistants. Organize daily workflow, prioritize and delegate tasks. Provide onboarding, training, and mentorship to new support team members. Manage student work schedules, timesheets, provide feedback to support staff and growth development. MINIMUM REQUIREMENTS
Bachelor’s degree and a minimum of four years of experience supporting a leader in a complex environment, preferably in higher education. Demonstrated commitment to inclusion, belonging, equity, and accessibility. Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration. ADDITIONAL REQUIREMENTS
Strong proficiency in Microsoft Office, including Outlook, Word, Excel, PowerPoint, and technology used at UW (Outlook365, SharePoint, Teams). Excellent communication skills, with a high level of confidentiality, diplomacy, discretion, and tact. Proven ability to exercise independent judgment, make decisions, and follow through with actions. Exceptional time management and organizational skills, with the ability to prioritize and adapt to changing tasks. Strong commitment to providing effective customer service and timely responses to requests. Collaborative leader and team player with a spirit of cooperation and respect. Strong interpersonal skills, with the ability to interact effectively with faculty, students, corporate executives, and university administrators. Demonstrated experience in handling confidential matters and following through on projects independently. Ability to multitask and manage competing priorities while maintaining attention to detail. Ability to remain organized and focused in a fast-paced environment with frequent interruptions. A willingness to work collaboratively to achieve the goals of the school. DESIRED QUALIFICATIONS
Experience using generative AI to improve the efficiency and effectiveness of tasks. Event management experience and social media monitoring experience a plus. WORKING CONDITIONS
This position is primarily an in-office role, 4-5 days per week. Additionally, this position may require off-hours, off-site work to support events, deadlines, etc. 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 log into your “My Jobs” page. If you choose 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. Committed to attracting and retaining a diverse staff, the University of Washington will honor your experiences, perspectives, and unique identity. Together, our community strives to create and maintain working and learning environments that are inclusive, equitable, and welcoming. 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. Disclosure is required under Washington state law.
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