EXECUTIVE ASSISTANT TO THE DEAN - University of Washington

Req #: 232984 Department: EVANS SCHOOL OF PUBLIC POLICY & GOVERNANCE Posting Date: 04/10/2024 Closing Info: Open Until Filled Salary: $5,800 - $6,667 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. The Evans School is dedicated to enhancing the capacity of leaders and managers in the public, nonprofit, and private sectors. We are guided by our purpose (https://evans.uw.edu/about/mission-values/) to inspire public service and democratize public policy by advancing a mission (https://evans.uw.edu/about/mission-values/) of educating leaders, generating knowledge, and hosting communities to co-create solutions to pressing societal problems, driven by values (https://evans.uw.edu/about/mission-values/) of equity, service, and courage. In the spirit of public service, the Evans School's approach to policy and management education is rigorous, hands-on, and professionally relevant. Acting professionally within the school is reflected by being consistent with these values. The Evans School has an outstanding opportunity for an Executive Assistant to the Dean to join our team. The Executive Assistant (EA) to the Dean serves as the primary administrative support for the Dean, as well as, multiple members of the Evans School leadership team. Under the general direction of the Dean of the Evans School of Public Policy & Governance, this person provides executive assistance to the Dean, and the Associate and Assistant Deans of the school, serves as a principal assistant to the Dean, and manages the front office. The individual in this position regularly exercises independent judgment and discretion when proactively determining what will be needed for the Dean's meetings and events, as well as, coordinating briefing materials for the Dean's use. In close collaboration with the members of the senior leadership team, this person advises the Dean on current and emerging School and campus-wide issues, provides the Dean with background on and political nuances of situations, and may communicate with internal and external constituents globally on behalf of the Dean. The Executive Assistant to the Dean must be an exceptionally professional individual who works well in a highly confidential environment, has outstanding initiative, and can deliver effective results working independently with general guidance. This person works with the Evans School leadership, faculty, staff, students, and committees; liaisons with the faculty as primary staff member attending faculty meetings; and works with UW administration and other UW central offices. **DUTIES AND RESPONSIBILITIES** Communication Coordination and Management (50% FTE) + Act as confidential liaison between the Deans and the full range of internal and external stakeholders. + Exercise a high degree of independent judgment in communicating with all parties. + Maintain a general understanding and awareness of matters at the School so as to identify situations that require early intervention, attention, and, determine appropriate response, using independent judgment and discretion in bringing in and collaborating with other leaders, staff and faculty as needed. + Provide oversight of the Dean's email correspondence and calendar, including tracking important inquiries, time-sensitive requests, and calendar items with an eye towards strategic priorities. + Coordinate calendars, prepare and distribute agendas and documents for meetings between faculty, staff, and senior administration, as well as external parties. + Communicate as necessary on behalf of the Deans to University administration, (Offices of the President, Provost, Vice Provosts) and external audiences such as elected officials, government agencies, civic leaders, academic associations, and international partners, as well as acts as a resource for their inquiries and requests. + Compose and distribute general correspondence. Develop written drafts of agreements, letters of nomination, reports and other materials, assuring policy consistency, administrative and code compliance, style and tone. + Review and copy-edit the Dean's scholarly publications. + Answer substantive questions and routinely provide information to the Offices of the President, Provost, Vice Provosts, and other Deans. + Refer internal and external inquiries, comments, and challenges to the appropriate area/person. + Research, analyze, and, prepare materials for use by the Deans in decision-making and resolving complex or sensitive problems.Operational Administration (35% FTE) + Execute administrative tasks with alacrity and sound judgment, seeking to improve efficiency and effectiveness and engage in continuous quality improvement. + Independently screen and prioritize all correspondence and telephone calls, routing or composing responses as appropriate, making independent judgments and using discretion to determine proper response. + Provide management and coordination of the Dean's calendar. + Manage Public Records requests process for the school, including documenting and saving the request, reviewing requests, working with various school employees to collect the requested records, and responding to all requests in a timely manner. Act as the liaison between the school and the Office of Public Records. + Plan and execute travel arrangements for the Deans. Prepare support materials and complete supporting documents for reimbursement. + Manage finances of the Dean's office through annual operational budget and processing purchasing-card expenses. + Contributes to the Evans School annual calendar, in compliance with the Office of Public Records and Open Public Meetings, and in coordination with the other School areas. + In close collaboration with the Events Manager, schedule and coordinate high-level meetings and special events, offering a high quality, hosting experience, and coordinating meeting logistics. + Ensure compliance with university rules and regulations while meeting priorities of the Dean. + Support the Dean in fulfilling professional obligations, such as when serving on dean search or special project/initiative committees across campus.Support Faculty Governance (10% FTE) + Support Dean and Faculty Council in creating agendas for regular Faculty meetings and use of Roberts Rules of Order. + Enable implementation of Open Meeting Laws. Coordinate minutes and note-taking activities at Faculty meetings, ensure follow-up on action items. + Make sure technical needs are properly authorized and coordinated and provide other support for meetings as required. + Support virtual faculty voting process and documentation. + Coordinate minutes of the Faculty Council, ensure follow-up on action items. + Maintain Faculty Sharepoint. Track updates of faculty and administrative policies. + Create SharePoint folders for upcoming year's promotion and tenure cases; gather all documentation needed for promotion and tenure cases which includes student course evaluations, peer teaching evaluations, etc. + In conjunction with the Academic HR Manager, support recruitment and onboarding for academic faculty and staff.Other Support ( 5% FTE) + Provide information and customer service to Evans School visitors, students, faculty and staff who visit in person or call the Deans' Office. Answer questions and direct people to the appropriate people and resources. + Manage requests and update calendars for accurate depiction of use for classroom, conference and team room, and other reservable space in Parrington Hall. + Manage the Deans' Office administrative students as needed and assigned. + Purchase and maintain Deans' Office and general use event supplies, keeping the office tidy and organized. + Attend School and University meetings as requested. + Contribute as a member of annual assigned Committees and/or Work Groups. + Other duties as assigned. **MINIMUM REQUIREMENTS** + Bachelor's degree in Business, Communications, Public Administration, or other relevant fields and two years administrative experience at the executive support level including personnel supervision and administration, schedule and event management, budget development and management, and report writing. + Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration. **DESIRED QUALIFICATIONS** + Minimum two years of executive administrative support experience with a senior executive in higher education or other field. + Highly organized with a professional yet accessible demeanor to represent the Deans independently with tact and discretion. + Proven ability to handle sensitive situations and highly confidential information with tact, discretion, diplomacy. + Demonstrated ability to function independently while exercising skill and informed professional judgment. + Demonstrated proficiency with Microsoft Office applications (Outlook, Word, Excel, PowerPoint) and Adobe applications. + Excellent time-management and prioritization skills, with the ability to effectively manage multiple and competing demands, looking at the big picture, and planning far into the future. + Demonstrated skills in writing, proofreading, and verbal communications. Including the ability to edit documents for clarity that have been drafted by collaborators who are non-native English speakers. + Ability to interact well with people at all levels of the University and the community and to interpret and communicate complex policies to others. + Proven accuracy and attention to detail, the ability to work efficiently, meet tight deadlines, and work with minimal supervision. + Ability to manage priorities, handle multiple projects, problem solve and exercise good judgment in a dynamic environment. + Minimum of six months event planning and coordination. **CONDITIONS OF EMPLOYMENT** This position will benefit from telework policies that provide flexibility in work location with a hybrid schedule of in person and remote options. The position may sometimes require work that goes beyond the normal workday/week. Ability to work evening and weekend hours, as necessary, on short or limited notice. **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 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.