ADMINISTRATIVE SPECIALIST - University of Washington

Req #: 241409 Department: UW ADVANCEMENT: FOSTER SCHOOL OF BUSINESS Appointing Department Web Address: https://foster.uw.edu/ Job Location Detail: Hybrid eligible - four days in the office per week Posting Date: 11/27/2024 Closing Info: Closes On 12/04/2024 Salary: $5,500 - $5,728 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. (https://hr.uw.edu/benefits/wp-content/uploads/sites/3/2018/02/benefits-professional-staff-librarians-academic-staff-20230701\_a11y.pdf) 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. For over 160 years, the University of Washington has been a hub for learning, innovation, problem solving and community building. Supporting this legacy and important public mission-with the goal of making the UW the world's greatest public university, as measured by positive impact-guides everything we do in University Advancement (https://www.washington.edu/advancement/) . Bringing together development; alumni and stakeholder engagement; marketing and communications; and advancement operations, we advance the UW's impact by developing meaningful connections that foster pride, advocacy and philanthropic support. **The Foster School of Business has an exciting opening for an Administrative Specialist. This is a full-time permanent position.** The Administrative Specialist reports to the Associate Dean of Advancement for the Foster School of Business and receives day-to-day supervision from the Associate Director of Operations. The Administrative Specialist provides primary executive administrative and operational support to the Associate Dean of Advancement; and secondary calendar and expense support to the Assistant Dean for Development and Chief Marketing Officer. The position is also responsible for general office management, special projects, event and meeting support, and serving as initial point of contact (digital and in person) for individuals and groups engaging with Foster and across the University. **What You Will Do:** **Executive Support (35%)** - Screen, direct and prioritize inquiries while maintaining confidentiality and professionalism. Handle materials, such as agendas and notes for the Dean's operational leadership team and documentation related to any legal matters and/or compliance with extreme discretion. - Maintain complex calendars which include meetings, travel priorities and time blocks to complete projects. - Work with a variety of administrators and executive staff members to schedule donor and stakeholder meetings across and off campus. - Support the Associate Dean's management of donor relationships in the database, Tandem, assisting with contact report submissions and other tracking mechanisms. - Manage and provide direct administrative support for the day-to-day needs of the Associate Dean of Advancement. **Administrative Operations (20%)** - Serve as a lead point of contact for visitors coming to campus to meet with the Foster Advancement team. - Assist with facilities requests; manage inventory of supplies and submit orders, when needed; and oversee mail pick-up and distribution. - Create and document administrative processes such as travel reimbursement, expense processing and supply ordering. **Project Management (20%)** - Manage communications with the Foster facilities and Foster IT teams to ensure efficient and timely operational needs are met. - Manage small but critical projects, with multiple details and a long timeframe, that require close oversight to ensure completion. - Update and manage Foster Advancement's operations manual, which includes a repository of internal resources and documents. - Organize project tasks, monitor action plans and respond to upcoming deadlines. **Event & Meeting Support (20%)** - Serve as lead on room reservations and catering orders for larger Foster Advancement meetings with support from other members of the Operations team. - Provide staffing support for other Foster and University Advancement events such as Foster Advisory Board meetings, the Legacy & Leaders event and UW Foundation Board meetings. **Other duties as assigned (5%)** **MINIMUM REQUIREMENTS** Bachelor's degree and one year of office or administrative support. **Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration.** **What You Bring:** - Demonstrated ability to maintain confidence and protect confidential information. - Demonstrated creativity, organizational ability and attention to detail. - Ability to make decisions in ambiguous situations and exercise good judgment in a fast-paced, dynamic, deadline-driven environment in an organized and professional manner. - Track record of working on complex and demanding calendar scheduling, preferably in support of a team leader or department leader. - Proficiency in Microsoft Office for generating correspondence, special reports, spreadsheets and design/photography software and applications. - Experience with project management tools such as Asana and SharePoint for file management. **What You Can Expect:** - Hybrid-work schedule with Monday-Thursday in the office and Friday eligible for telework. - Cubicle/open workspace environment that may result in higher noise levels and visual distractions. - Workload and times may vary, including occasional evenings or weekends. **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. \#UWUAJOBS 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.