University of Washington
EXECUTIVE ASSISTANT, ADDEI (75% FTE)
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, click here. 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. The Executive Assistant position provides executive assistant and administrative support to the Associate Dean of Diversity, Equity and Inclusion in the College of the Environment (hereafter, ADDEI). Functioning in a fast paced, dynamic, deadline driven environment, the Executive Assistant (EA) will draw heavily on project and personnel management skills, problem solving abilities, initiative, priority setting, juggling multiple projects, exemplary professionalism and strict confidentiality, and above all, exercising good judgment. The EA will support the ADDEI so that he can respond quickly and efficiently to expected and unexpected situations. The EA must be attuned to the big picture as well as the subtle nuances that can advance the Dean's Office and the College. Understanding the needs and priorities of the ADDEI and always representing their interests in a positive and professional manner, and in all forms of communication, is paramount. In addition, the EA will provide crucial support for grant-funded work within the purview of DEI in the College of the Environment, including student-focused work (e.g., GeoFutures) and faculty-focused work (e.g., Active Societal Participation in Research and Education (ASPIRE)). These programs bring individuals together from across the country to support furthering the participation of groups historically excluded within academics, necessitating that the EA is keenly aware of the DEI landscape within the College, the University, and across academic STEM, and with a focus on the geosciences. The EA calmly, efficiently and proactively determines what will be needed by the ADDEI and/or DEI office personnel for meetings and events; prepares and coordinates briefing materials for their use, working with other staff members, as appropriate; and serves as a critical liaison and information conduit between the ADDEI and other members of the College of the Environment senior staff, and senior campus diversity officials (e.g., the Office of Minority Affairs and Diversity). Because the ADDEI and Associate Dean for Academic Affairs (ADAA) work closely together on several grant projects, the EA needs to be able to work across these Dean's Office teams. The EA must be able to provide information about the priorities and strategic initiatives of the ADDEI to members of communities outside of the UW in a timely and strategic manner. As such, the EA is a central resource for information about Diversity, Equity and Inclusion within the College of the Environment. DUTIES AND RESPONSIBILITIES Executive Administration for and direct support of the Associate Dean of Diversity, Equity and Inclusion (40%): Act as confidential liaison between the ADDEI and the full range of internal and external people and offices with whom they relate: staff, faculty, students, Ad Hoc and Appointed College Committees, deans, chairs and directors, vice presidents and vice provosts, community groups, funders and private donors, the media. Exercise a high degree of professionalism and judgment in communicating with all parties. Manage the ADDEI's communication including but not limited to: phone, voicemail, snail mail and email, prioritizing, routing and/or delegating as appropriate, and ensuring they are aware of all matters requiring their attention in a timely manner. Independently draft and send email messages from the ADDEI, as appropriate, using their voice and style. Create a daily summary of messages (email and otherwise) requiring attention, sorted by degree of importance and immediacy (the "end-of-day" report). Communicate quickly and efficiently with the ADDEI via phone or text on issues of immediate or emerging need. Manage the ADDEI complex and issue-sensitive schedule and calendar in Microsoft Outlook by making independent decisions to schedule, reschedule, postpone, or relocate meetings according to a dynamic sense of importance, urgency, and necessity of moving longer-term projects forward to a conclusion. Track progress on calendaring issues, including complex, multi-person meetings. Coordinate day-to-day activities to ensure effective management of schedule, meeting regularly with the ADDEI to review calendar and operational issues. Ensure the ADDEI is fully briefed on agenda items and has received all required supporting materials in advance of any meeting. Ensure that all meeting attendees are aware of their commitment and are reminded at least 48 hours in advance of any meeting. Manage travel arrangements and organize travel materials: prepare electronic and other resource materials for their meetings and events; prepare itineraries; process reimbursements; coordinate with other entities inside and outside of the University as needed to facilitate travel and reimbursement. Independently assess the need for the ADDEI to attend and communicate directly with parties inviting him to events outside of the University on the need for their participation. Ensure compliance with university rules and regulations while meeting priorities of the ADDEI. Be alert to situations that require early intervention and attention and determine appropriate response, using independent judgment and discretion, bringing in and collaborating with other decision makers and authorities, as needed in the absence of the ADDEI. Professionally, represent the ADDEI and the Dean's Office at all times. Work closely with the Academic Affairs and Diversity, Equity and Inclusion staff, chairs and directors, and Associate and Assistant Deans of other colleges on matters where consultation is needed. Follow through on items routed to other offices for response, keeping the ADDEI apprised, as appropriate. Grant-funded Duties (30%): For the ASPIRE program: Support the Innovation Institute including but not limited to meeting scheduling, room or Zoom reservation and preparation, catering as needed, meeting materials as needed, technical support and notes; travel arrangements and support; budgeting; website updating. Oversight of administration and tracking for Equitable Exchange Working Groups objectives including but not limited to preparation of the request for proposals (RFP), website support and updating, scheduling proposal reviewers, receiving and reviewing reports, and ensuring adherence to budgeting. Prepare annual reports and presentations, as needed. For GeoFutures: Arrange and track Geo-Futures program participant conference travel to SACNAS, including: booking student and program staff and faculty flights, coordinating group ground transportation, reserving and assigning rooms in a hotel room block. Schedule Geo-Futures pre-and-post SACNAS webinars, add Zoom call information, and invite all students and mentors to relevant calendar events, send reminders track attendance, and distribute post-call summaries. Coordinate with other Dean’s office personnel when necessary to ensure arrangements are executed successfully. Serve as primary reviewer program expenses and maintain an up-to-date Geo-Futures program budget. This includes serving as a point of contact for student reimbursement requests pre-and-post SACNAS. Including receiving receipts and submitting reimbursement requests. Work with Dean’s office finance and accounting teams to resolve any issues. Complete data gathering and analysis for Geo-Futures program progress reports. Prepare progress reports for distribution. Administrative Duties (30%): Track all relevant department DEI and grant budgets. Ensure purchases are within scope, budget and compliance with university policy. Serve as primary reviewer of ProCard purchases and reconciliation. Work with Dean’s office fiscal and accounting team to resolve discrepancies and escalate issues of significance to ADDEI when appropriate. The duty will require University of Washington training for ProCard direct buy purchases. Meeting and committee support: provide logistical support for Diversity, Equity and Inclusion team meetings and standing committee meetings including, but not limited to: College DEI Committee, DEI Fellows, Strategic Plan Implementation Team, SACNAS Chapter, ASPIRE team meetings. Duties include: scheduling, room reservations, tracking RSVPs, catering, preparation of meeting materials, and meeting minutes/notes. Event, conference, symposium and working group support: manage catering, logistical and travel support for DEI, ASPIRE and GeoFutures and major events and conferences attended by the College of the Environment community including AGU, AISES and SACNAS. Perform other special administrative projects as assigned. MINIMUM REQUIREMENTS Bachelor's degree in relevant field. Two years of progressively responsible experience in administrative support; demonstrated experience in multi-tasking in a high pressure (short timeline for product deadlines) environment; executive assistant experience preferred. Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration. ADDITIONAL REQUIREMENTS Ability to handle confidential information with tact, discretion, and diplomacy, and to maintain strict confidentiality. Strong interpersonal skills: ability to maintain a professional demeanor positively supporting the ADDEI and the Dean's Office at all times. Excellent written and verbal communication skills. Proven accuracy and attention to detail in work products. Ability to work independently and as part of a team, manage priorities, handle multiple projects, problem-solve, exercise good judgment in a dynamic environment, and work with minimal supervision. Well-versed in Microsoft Word, Excel, and Outlook. DESIRED QUALIFICATIONS Experience working within higher education administration. Ability to understand the changing landscape of key issues facing the College of the Environment, make independent decisions about the ranking of meetings and interactions specific to these issues, and schedule, facilitate, and staff meetings accordingly, making sure that the priorities and needs of the Dean are top of mind. Demonstrated ability to collate and manipulate numeric data. Budgeting experience. Knowledge of higher education academic structures, processes and protocols. Experience supporting grant-funded work. 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, click here. 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. The Executive Assistant position provides executive assistant and administrative support to the Associate Dean of Diversity, Equity and Inclusion in the College of the Environment (hereafter, ADDEI). Functioning in a fast paced, dynamic, deadline driven environment, the Executive Assistant (EA) will draw heavily on project and personnel management skills, problem solving abilities, initiative, priority setting, juggling multiple projects, exemplary professionalism and strict confidentiality, and above all, exercising good judgment. The EA will support the ADDEI so that he can respond quickly and efficiently to expected and unexpected situations. The EA must be attuned to the big picture as well as the subtle nuances that can advance the Dean's Office and the College. Understanding the needs and priorities of the ADDEI and always representing their interests in a positive and professional manner, and in all forms of communication, is paramount. In addition, the EA will provide crucial support for grant-funded work within the purview of DEI in the College of the Environment, including student-focused work (e.g., GeoFutures) and faculty-focused work (e.g., Active Societal Participation in Research and Education (ASPIRE)). These programs bring individuals together from across the country to support furthering the participation of groups historically excluded within academics, necessitating that the EA is keenly aware of the DEI landscape within the College, the University, and across academic STEM, and with a focus on the geosciences. The EA calmly, efficiently and proactively determines what will be needed by the ADDEI and/or DEI office personnel for meetings and events; prepares and coordinates briefing materials for their use, working with other staff members, as appropriate; and serves as a critical liaison and information conduit between the ADDEI and other members of the College of the Environment senior staff, and senior campus diversity officials (e.g., the Office of Minority Affairs and Diversity). Because the ADDEI and Associate Dean for Academic Affairs (ADAA) work closely together on several grant projects, the EA needs to be able to work across these Dean's Office teams. The EA must be able to provide information about the priorities and strategic initiatives of the ADDEI to members of communities outside of the UW in a timely and strategic manner. As such, the EA is a central resource for information about Diversity, Equity and Inclusion within the College of the Environment. DUTIES AND RESPONSIBILITIES Executive Administration for and direct support of the Associate Dean of Diversity, Equity and Inclusion (40%): Act as confidential liaison between the ADDEI and the full range of internal and external people and offices with whom they relate: staff, faculty, students, Ad Hoc and Appointed College Committees, deans, chairs and directors, vice presidents and vice provosts, community groups, funders and private donors, the media. Exercise a high degree of professionalism and judgment in communicating with all parties. Manage the ADDEI's communication including but not limited to: phone, voicemail, snail mail and email, prioritizing, routing and/or delegating as appropriate, and ensuring they are aware of all matters requiring their attention in a timely manner. Independently draft and send email messages from the ADDEI, as appropriate, using their voice and style. Create a daily summary of messages (email and otherwise) requiring attention, sorted by degree of importance and immediacy (the "end-of-day" report). Communicate quickly and efficiently with the ADDEI via phone or text on issues of immediate or emerging need. Manage the ADDEI complex and issue-sensitive schedule and calendar in Microsoft Outlook by making independent decisions to schedule, reschedule, postpone, or relocate meetings according to a dynamic sense of importance, urgency, and necessity of moving longer-term projects forward to a conclusion. Track progress on calendaring issues, including complex, multi-person meetings. Coordinate day-to-day activities to ensure effective management of schedule, meeting regularly with the ADDEI to review calendar and operational issues. Ensure the ADDEI is fully briefed on agenda items and has received all required supporting materials in advance of any meeting. Ensure that all meeting attendees are aware of their commitment and are reminded at least 48 hours in advance of any meeting. Manage travel arrangements and organize travel materials: prepare electronic and other resource materials for their meetings and events; prepare itineraries; process reimbursements; coordinate with other entities inside and outside of the University as needed to facilitate travel and reimbursement. Independently assess the need for the ADDEI to attend and communicate directly with parties inviting him to events outside of the University on the need for their participation. Ensure compliance with university rules and regulations while meeting priorities of the ADDEI. Be alert to situations that require early intervention and attention and determine appropriate response, using independent judgment and discretion, bringing in and collaborating with other decision makers and authorities, as needed in the absence of the ADDEI. Professionally, represent the ADDEI and the Dean's Office at all times. Work closely with the Academic Affairs and Diversity, Equity and Inclusion staff, chairs and directors, and Associate and Assistant Deans of other colleges on matters where consultation is needed. Follow through on items routed to other offices for response, keeping the ADDEI apprised, as appropriate. Grant-funded Duties (30%): For the ASPIRE program: Support the Innovation Institute including but not limited to meeting scheduling, room or Zoom reservation and preparation, catering as needed, meeting materials as needed, technical support and notes; travel arrangements and support; budgeting; website updating. Oversight of administration and tracking for Equitable Exchange Working Groups objectives including but not limited to preparation of the request for proposals (RFP), website support and updating, scheduling proposal reviewers, receiving and reviewing reports, and ensuring adherence to budgeting. Prepare annual reports and presentations, as needed. For GeoFutures: Arrange and track Geo-Futures program participant conference travel to SACNAS, including: booking student and program staff and faculty flights, coordinating group ground transportation, reserving and assigning rooms in a hotel room block. Schedule Geo-Futures pre-and-post SACNAS webinars, add Zoom call information, and invite all students and mentors to relevant calendar events, send reminders track attendance, and distribute post-call summaries. Coordinate with other Dean’s office personnel when necessary to ensure arrangements are executed successfully. Serve as primary reviewer program expenses and maintain an up-to-date Geo-Futures program budget. This includes serving as a point of contact for student reimbursement requests pre-and-post SACNAS. Including receiving receipts and submitting reimbursement requests. Work with Dean’s office finance and accounting teams to resolve any issues. Complete data gathering and analysis for Geo-Futures program progress reports. Prepare progress reports for distribution. Administrative Duties (30%): Track all relevant department DEI and grant budgets. Ensure purchases are within scope, budget and compliance with university policy. Serve as primary reviewer of ProCard purchases and reconciliation. Work with Dean’s office fiscal and accounting team to resolve discrepancies and escalate issues of significance to ADDEI when appropriate. The duty will require University of Washington training for ProCard direct buy purchases. Meeting and committee support: provide logistical support for Diversity, Equity and Inclusion team meetings and standing committee meetings including, but not limited to: College DEI Committee, DEI Fellows, Strategic Plan Implementation Team, SACNAS Chapter, ASPIRE team meetings. Duties include: scheduling, room reservations, tracking RSVPs, catering, preparation of meeting materials, and meeting minutes/notes. Event, conference, symposium and working group support: manage catering, logistical and travel support for DEI, ASPIRE and GeoFutures and major events and conferences attended by the College of the Environment community including AGU, AISES and SACNAS. Perform other special administrative projects as assigned. MINIMUM REQUIREMENTS Bachelor's degree in relevant field. Two years of progressively responsible experience in administrative support; demonstrated experience in multi-tasking in a high pressure (short timeline for product deadlines) environment; executive assistant experience preferred. Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration. ADDITIONAL REQUIREMENTS Ability to handle confidential information with tact, discretion, and diplomacy, and to maintain strict confidentiality. Strong interpersonal skills: ability to maintain a professional demeanor positively supporting the ADDEI and the Dean's Office at all times. Excellent written and verbal communication skills. Proven accuracy and attention to detail in work products. Ability to work independently and as part of a team, manage priorities, handle multiple projects, problem-solve, exercise good judgment in a dynamic environment, and work with minimal supervision. Well-versed in Microsoft Word, Excel, and Outlook. DESIRED QUALIFICATIONS Experience working within higher education administration. Ability to understand the changing landscape of key issues facing the College of the Environment, make independent decisions about the ranking of meetings and interactions specific to these issues, and schedule, facilitate, and staff meetings accordingly, making sure that the priorities and needs of the Dean are top of mind. Demonstrated ability to collate and manipulate numeric data. Budgeting experience. Knowledge of higher education academic structures, processes and protocols. Experience supporting grant-funded work. 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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