EXECUTIVE ASSISTANT TO THE DIRECTOR - University of Washington

Req #: 233180 Department: COMPUTER SCIENCE AND ENGINEERING Posting Date: 05/29/2024 Closing Info: Open Until Filled Salary: $6,333 - $6,917 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 Paul G. Allen School of Computer Science & Engineering at the University of Washington educates tomorrow's innovators, conducts cutting-edge research in the core and emerging areas of the field, and leads a broad range of multi-disciplinary initiatives that demonstrate the transformative power of computing. Consistently ranked among the top computer science programs in the nation, the Allen School is widely recognized for the excellence and impact of our research and teaching across the region and around the globe. As a leader in efforts to broaden participation in computing, we are committed to advancing diversity, equity, and inclusion in our program and in our field. Members of the Allen School actively work to cultivate a welcoming community in which students, faculty, and staff with diverse backgrounds, identities, and experiences can thrive. The Allen School occupies two spectacular buildings - the Paul G. Allen Center and the adjacent Bill & Melinda Gates Center - located at the heart of the UW campus in Seattle. The Allen School is seeking outstanding candidates for the position of **Executive Assistant To The Director.** The Executive Assistant to the Director 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 position works with Allen School leadership, faculty, staff, students, and committees; contributes to Allen School decision-making processes; and works with College of Engineering and UW administration and other UW central offices. **For more information on the Paul G. Allen School of Computer Science & Engineering, visit the Allen School website. (https://www.cs.washington.edu/)** **DUTIES AND RESPONSIBILITIES** Executive Assistant Support of the Director + Manage and prioritize the Director's complex on-line calendar scheduling appointments without prior approval from the Director. Coordinate Director's activities and functions requiring frequent contact with other senior-level administrative and academic offices, faculty and staff, and external contacts from academia, industry, and other. + Schedule and coordinate meetings on behalf of the Director, to include: coordinate setting of agendas, research and preparation of materials, ensure follow-up on action items, arrange for catering, make sure technical needs are properly authorized and coordinated, and provide other support for meetings as required. + Ensure the Director is fully briefed on agenda items and has received all required supporting materials for all meetings he/she is attending. + Act as confidential liaison between the Allen School Director and the full range of internal and external stakeholders, as needed. + Maintain a general understanding and awareness to identify situations that require early intervention and attention, notifying the Director, and using independent judgment and discretion in bringing in and collaborating with other leaders, staff and faculty as needed in order to determine an appropriate response. + Communicate as necessary on behalf of the Director to College of Engineering and University administration and external audiences such as the business community, K-20 educational organizations, government and public-sector agencies and industry partners. + Ensure compliance with University rules and regulations while meeting priorities of the Director. + Proactively and independently ensure the Director meets obligations and deadlines.Executive Project Management + Work closely with the Director on a variety of research and education initiatives within and outside the Allen School. Work with the Director to establish priorities and deadlines. Monitor progress toward project timelines, milestones, deliverables and any obstacles to achieving them. Reach out to relevant parties (faculty and staff) to ensure milestones are met. Help to problem solve and to assemble materials into articulate documentation. + Serve as a resource to the faculty Associate Directors and senior staff, keeping them informed of on-going projects and information affecting the school's operations. + Research, analyze and prepare materials for reports, projects, correspondence and other materials for use by the Director, faculty and other senior staff members. Draft and edit various types of written documents for the Director, such as letters and proposals. Materials are often of a confidential nature; sensitivity, accuracy, and timeliness are critical to such information. + Independently research, analyze, and collect data for national surveys and other internal and external requests for information from the Director's office. + Lead special projects as needed. Examples may include putting together reports on compliance with Title IX training, highlighting low/high teaching assessments from quarterly reports, and other.Operational Administration + Assure continuity of Director's office responsibilities in the absence of the Director by working with the Vice Director and Associate Directors and senior staff as appropriate to resolve issues. + Plan and execute travel arrangements for the Director. Determine and prepare itineraries and support materials. Complete and submit supporting documents for reimbursement. + May provide administrative support or contribute to general Allen School leadership meetings where discrete, confidential planning, record-keeping services are needed. + Use expert knowledge of University rules and regulations to guide operational compliance and advise Director, faculty leadership and senior staff on compliance requirements, e.g., Office of Public Records and Open Public Meetings Act requirements. Maintain awareness of any policy or procedural updates and proactively implement necessary changes. + Manage Public Records requests for the Allen School, coordinating closely with the Director, faculty and senior staff, Dean's Office and others as necessary to fulfill those obligations. + Prepare the Allen School annual master calendar, in compliance with the Office of Public Records and Open Public Meetings.External Relations + Manage the Allen School Colloquia series (approximately 65 lectures per year). Working closely with the School's Director, Vice Director, External Relations Director, and Faculty HR Manager, arrange for event logistics including room reservations, meeting schedules, sending internal notices, coordinating catering as needed. Coordinate related visit details with the speaker. + Work with the Events Team staff to coordinate VIP visits, meetings with Advisory Boards and other special events.Other Duties + Perform other duties as required to support the ongoing mission and strategic plans of the Director and School. **MINIMUM REQUIREMENTS** + Bachelor's degree in a related field. + Minimum three years of executive administrative support experience with a senior executive in higher education or other field. **Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration.** **ADDITIONAL REQUIREMENTS** + Highly organized with a professional yet accessible demeanor to represent the Director independently with tact and discretion. + Very strong written and oral communications skills. The ability to communicate effectively with others is essential to this position. + Proven ability to handle sensitive situations and highly confidential information appropriately. + Demonstrated ability to function independently while exercising skill and informed professional judgment. + Demonstrated proficiency with Microsoft Office applications and Google Suite applications. Ability to learn new software applications quickly and effectively. + 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 success in working with persons of diverse backgrounds. + Ability to interact well with persons at all levels of the University and the community and to interpret and communicate complex policies to others. + Proven accuracy and attention to detail as well as the ability to work efficiently and meet tight deadlines, and to work with minimal supervision. + Ability to manage priorities, handle multiple projects, problem solve and exercise good judgment in a dynamic environment. **DESIRED QUALIFICATIONS** + Experience working in higher education. + Knowledge of higher education academic processes and protocols. + Knowledge of University of Washington policies and procedures. **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.