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. All of which has allowed the UW to be nationally recognized as a "Great College to Work For" for five consecutive years. The Graduate School provides instrumental services to UW graduate programs, faculty and students while championing the enterprise of graduate education itself.The Graduate School has an outstanding opportunity for a full time Assistant to the Dean.The Assistant to the Dean provides executive-level administrative support to the Associate Deans of the Graduate School and office support to each of their units. This position reports directly to the Associate Dean for Academic Affairs & Planning. The Assistant to the Dean primarily supports the Associate Dean of Academic Affairs & Planning and their unit, but also provides support for the Associate Dean of Student Affairs and Associate Dean for Equity, Inclusion and Diversity and their units as needed. In addition to providing executive-level administrative and office support, this position also manages logistics pertaining to the University's academic program review process, academic program development, the Graduate School Council, and the maintenance of the Graduate School Memoranda and policies. This position also manages purchasing and reconciliation for several Graduate School budgets and provides general staff support to the Office of Academic Affairs & Planning across areas of responsibility, including serving as the first point of contact for general inquiries (phone and email). The Assistant to the Dean serves as the backup executive assistant to the Dean of the Graduate School.The Assistant to the Dean must possess the ability to manage numerous distinct projects simultaneously. They also must have the ability to interface with numerous offices at the three University of Washington campuses and other colleges and universities, including the offices of department chairs, deans, and the provost.The position provides executive-level assistance to the Associate Deans and occasionally the Dean of the Graduate School. The impact to the university is directly related to the work of the Associate Deans in particular, which is to oversee graduate-level academic affairs and student affairs issues at the University of Washington (all three campuses), and the Graduate School in general.RESPONSIBILITIES:I. Executive-Level Support for the Associate DeansServe as principal executive assistant to the Associate Deans (AD) for the Office of Academic Affairs & Planning (OAAP), Student Affairs and Equity, Inclusion and Diversity. In conjunction with the Associate Deans, establish priorities and maintain schedules using Outlook. Ensure priorities are met through oversight of demanding calendars and scheduling conflicts. Keep calendar accurate and exercise sound judgment in scheduling and rescheduling meetings in accordance with the AD's priorities.Help with triaging and addressing incoming requests of the AD's time and resources. Independently initiate, follow up and resolve requests for information--in written, phone and in person formats--with key University officials, faculty, staff, peer contacts, and vendor representatives.Provide support for the Associate Deans for travel arrangements and reimbursements.Serve as back-up executive assistant for the Dean of the Graduate School's Executive Assistant.II. Administrative Support for the Office of Academic Affairs & Planning General:Provide general administrative support across areas of operation for Academic Affairs & Planning including graduate school memoranda updates, records retention, staff meeting support (schedules, agendas, meeting minutes).Serve as first point of contact for general inquiries to Academic Affairs & Planning, including managing phone lines and general office email account.Oversee and process procurement; budgets and expenditures, budget reconciliation, accounting, and reporting.Organize and maintain both electronic and paper files, notes, and records of all meetings and proceedings pertaining to the work of Academic Affairs & Planning.Ensuring regular updates to, and accuracy of website content relevant to work of Academic Affairs & Planning.Manage the Academic Grievance process for graduate students.Review pro-card purchases for Academic Affairs staff members on a monthly basis and managing payments and reconciling in My Financial Desktop.Process reimbursements for OAAP staff.Support for Interdisciplinary Program oversight.Occasional event planning and scheduling.Graduate Faculty appointments.Graduate Council and Policy Committee:Schedule Graduate School Council meeting, manage the development of meeting agendas and maintain full records of all meetings.Arrange all Council meeting needs, including scheduling rooms and catering.Manage communication for Council activities, including: -timely and clear distribution of information to all University constituents regarding the business of the Council. -maintenance of web pages and online documents.Manage Council membership, including coordinating with school and college leadership on appointment terms and selection criteria.Provide administrative support for the Graduate School Council Policy Committee (meeting scheduling and agendas, minutes, rooms, communication).Academic Program Reviews and New Program Proposals:Prepare travel arrangements and process honoraria and reimbursements for Program Reviews.Assist in the flow of communication to all constituents involved in new program proposals.Interface with Provost's office as needed to ensure coordinated communications.III. General Office ManagementServe as the Graduate School liaison for Loew Hall building coordinator requests, including maintenance of keys, maintenance requests and Graduate School signage.Maintain the office supplies inventory for all Graduate School offices in Loew Hall.Ensure operation of copier equipment, phone lines, and other local technology needs.REQUIREMENTS:Bachelor's degree and two years of experience in an administrative and/or executive assistant role, preferably within a higher education institution.Experience working with a diverse constituency.Proven ability to exercise sound judgment and to work in a constantly changing environment.Exceptional organizational, interpersonal and communication skills, both written and oral including excellent spelling and grammar.Ability to establish work priorities and self-manage to meet all deadlines.Initiative and resourcefulness in discovery and problem-solving.Demonstrated proficiency in Microsoft Word, Excel, PowerPoint, SharePoint, Outlook and Web searches. Ability to work collaboratively, with exceptional professionalism and confidentiality.Strong customer-service orientation.Advanced computer literacy that will allow the efficient management of server-stored files and web content.Be highly organized, proactive, and have the ability to manage and track multiple projects simultaneously.Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration.DESIRED:Master's degree.Operational knowledge of UW policies, procedures, procedures and systems (e-Procurement, MyFinancial.desktop, e-Travel, ProCard and CTA accounts).Familiarity with issues in graduate education in North America.Previous experience with event organization/planning.Previous experience with executive and administrative support in a higher education setting.Familiarity with university governance processes, minute-taking and compliance with Open Public Meetings Act.CONDITIONS OF EMPLOYMENT:Occasional logistic support for events in early morning or early eveningTypically a 40 hour per week position, 5 days per week in a standard office environmentFlexibility and extra hours (including evenings and weekends) may often be requiredMust be able to lift a minimum of 20 pounds Application Process:The application process for UW positions 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 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.
Founded in 1861, the University of Washington is one of the oldest public institutions in the west coast and one of the preeminent research universities in the world. The University of Washington is a multi-campus university comprised of three different campuses: Seattle, Tacoma, and Bothell. The Seattle campus is made up of sixteen schools and colleges that serve students ranging from an undergraduate level to a doctoral level. The university is home to world-class libraries, arts, music, drama, and sports, as well as the highest quality medical care in Washington State and a world-class academic medical center. The teaching and research of the University’s many professional schools provide undergraduate and graduate students the education necessary toward achieving an excellence that will serve the state, the region, and the nation. As part of a large and diverse community, the University of Washington serves more students than any other institution in the Northwest.