ADMINISTRATIVE SPECIALIST (TEMPORARY/HOURLY) - University of Washington

Req #: 238369 Department: COLLEGE OF ENGINEERING Appointing Department Web Address: https://www.engr.washington.edu/ Job Location Detail: Hybrid Eligible Posting Date: 08/30/2024 Closing Info: Open Until Filled Salary: $31.64 - $37.96 per hour 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. (https://hr.uw.edu/benefits/wp-content/uploads/sites/3/2018/02/benefits-professional-staff-librarians-academic-staff-20230701\_a11y.pdf ) **Priority consideration will be given to applications submitted fully by September 9, 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 College of Engineering has an outstanding opportunity for a Temporary Administrative Specialist to join their team. This position is up to 30 hours per week.** Reporting to the Associate Dean of Finance & Operations, this position will manage multiple administrative and operational functions in the College of Engineering. This position has delegated authority to perform professional level administration and management of programmatic, operational, and administrative functions. This position will balance customer service with oversight, compliance, and multiple deadlines requiring accuracy, confidentiality and timeliness. This position will require daily communication with College leadership, as well as with University-wide partners/groups. This position will require strong relationships and excellent communication with College of Engineering (CoE) leadership including the College of Engineering dean, unit level chairs and administrators, associate deans, as well as with University-wide partners/groups. This position will support CoE responses to requests from Central, including both recurring request and ad hoc, one-time requests. The College of Engineering is preparing to open a new Interdisciplinary Engineering Building (IEB). This position will play a critical role in project management and support for a successful launch. **DUTIES AND RESPONSIBILITIES** General Administrative Support (30%) + General administrative support for Associate Dean of Finance & Operations, including daily calendar management, reserving meeting spaces, and preparing agendas and meeting materials, taking notes, review incoming correspondence, recommend actions and monitor tasks. + Requires strict confidentiality as the position will have access personnel and attorney-client privileged records. + Actively participate in 1:1 meetings with the Associate Dean for Finance & Operations + Draft communications and provide communication support, including timely dissemination of messages and issues that require urgent attention. + Support workflow and monitor progress toward project timelines, milestones, deliverables and any obstacles with achieving them. Reach out to relevant parties to ensure milestones are met. Help to problem solve and to assemble materials into articulate documentation.Project Management (40%) + Support Dean's office Space Planning Committee - coordinate a working group of administrative, facilities, and computing staff to manage project timelines and communication, and coordinate Dean's office staff space assignment. Under the direction of the Associate Dean of Finance & Operations and the Associate Director of Human Resources, determine cost and manage expenditures associated with minor modifications to Dean's office staff space. This includes but is not limited to decisions around furniture, whiteboards, computing and technology needs. + Support engagement with College of Engineering administrators including meeting logistics for recurring and ad hoc meetings, like developing agendas, managing A/V for hybrid meetings, and coordinating catering orders. + Coordinate move logistics related to the Interdisciplinary Engineering Building (IEB). The building is scheduled to open in March 2025. This position will plan, organize and communicate the logistics of moving COE Dean's Office staff to their new offices in IEB. Additionally, this position will also be responsible for logistics related to backfill in Loew Hall once staff have moved to IEB. This includes developing timelines, getting consensus from impacted staff, partnering with other teams in COE Computing Services, Infrastructure and Administrative support. + Provide project and administrative support for Computing Services and Infrastructure teams. Meet regularly with Directors of both teams.Public Records Management (25%) + Under the direction of the official COE liaisons, receive and respond to all communications and requests from the Office of Public Records. + Manage and track all Public Records requests and subpoenas that involve the College of Engineering. Maintain tracking spreadsheet with status of all public records requests relating to COE. + Communicate with all responsive parties within the COE to ensure compliance and timely response to requests. Facilitate effective communication and information exchange across the Dean's office, College of Engineering and University partners. Provide exceptional customer service to all as a representative of the COE Dean's Office. + Field questions from responsive parties and central offices. Coordinate with central offices regarding responses and follow-up.Other duties as assigned (5%) **MINIMUM REQUIREMENTS** Bachelor's degree in business administration, project management or similar degree with at least one year of experience working in a professional office setting **Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration.** **ADDITIONAL REQUIREMENTS** + Experience providing administrative support to an Executive Head, including demonstrated ability to handle confidential information + Experience working independently and within a team with tact and discretion + Demonstrated high-degree of organization + Ability to manage multiple priorities, and coordinate projects in a complex organization + Ability to communicate effectively with diverse stakeholders + Excellent written and verbal communication skills, with focus on clarity and conciseness + Demonstrated experience in working collaboratively on diverse teams with respect and collegiality + Must be proficient with Microsoft Office software (Outlook, Word, Excel, Teams and SharePoint) + Equivalent education/experience will substitute for all minimum qualifications. **DESIRED QUALIFICATIONS** + Experience working in a higher education environment + Knowledge of issues affecting academic research and/or public universities + Strong ability to interpret policies and implement procedures + General understanding of state legislative and regulatory processes **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.