DEPARTMENT OPERATIONS SPECIALIST / ASSISTANT TO THE CHAIR
University of Washington
Location: Seattle, Washington
Type: Full Time
Internal Number: 206115
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 Communication Department is housed in the Social Sciences Division of the College of Arts & Sciences at the University of Washington. The Department provides a rigorous environment for highly motivated students looking for a profound educational experience within the discipline of Communication. The Department currently employ roughly 25 full-time faculty and 18 staff members, a rolling roster of approximately 75 affiliates and part-time lecturers, 30 funded academic student employees, 20 graduate students interns and 6-8 undergraduate student staff and serves on average 1200 undergraduate majors, 200 graduate students as well as non-majors enrolled in courses.
The University of Washington Communication Department has an outstanding opportunity for an experienced Department Operations Specialist / Assistant to the Chair. The Department Operations Specialist serves in a collaborative position that bears significant oversight for complex administrative, fiscal and operational issues that impact the Communication Department, regularly exercising independent judgment and discretion with delegated authority to make commitments that affect department operations. This is a 100% FTE Professional Staff appointment.
There are two main complexities for this position.
The first focuses on judgment and discretion. This position must work with the Chair and Administrator to manage and support the multiple missions of the Department (scholarly research, teaching and instruction, service to all manner of entities, and public engagement) and to do so with absolute discretion. The individual in this position is privy to highly sensitive information (different from just confidential information) including salaries, Chair and Administrator communications with a wide range of entities, promotion and hiring materials, and many related personnel sets of information. Being privy to such information requires significant discretion, a high degree of trust, and excellent judgment.
The second special complexity focuses on understanding of the Department. This position requires a thorough awareness of the organizational structures both internal and external to the Department of Communication. The incumbent in this position will be required to develop policies -- both in consultation with Department leadership and independently -- based on analysis of information from multiple sources and within the University policy constraints. The person in this position will be required to use this knowledge and these skills to successfully communicate, coordinate and perform a wide variety of functions. Familiarity with, and excellence in, navigating University and Departmental organization is therefore a priority.
What you will be doing...
Project management (30%) Independently organizing and managing projects of Department-wide programs and initiatives of significant size and scope.
Performing a variety of administrative functions for which multiple methods are needed, analyzing and executing the most effective courses of action.
Developing and maintaining written policies and records retention systems, assuring appropriate security and versioning of documentation.
Supporting Department operations in a wide range of ways, including procurement and inventory of resources, space management, renovation and upkeep, including offices, conference rooms and shared spaces.
Representation of the Department (30%) Employing tact and diplomacy, communicating effectively on all matters involving the Department while serving as front-line greeter for the admin office, including phone, email and mail management.
Attending ongoing meetings with stakeholders, tracking decisions and analysis provided over time to ensure final outcomes reflect actual needs, communicating results to the Chair and Administrator.
Analyzing and Preparing alternative situational scenarios for discussion with the Chair and Administrator to determine best courses of action.
Learning about stakeholders to assist with clarifying where political and practical opportunities and challenges may occur.
Serving as one of the three I-9 Coordinators, a Workday Security Role.
Assisting Outreach Team in planning and executing Department events as needed.
Serving as Department Environmental Health and Safety representative.
Supervising and directing work of student support staff and project volunteers.
Serving as the building coordinator representative for the Department.
Executive Support (20%) Handling sensitive and urgent matters in a thoroughly professional and timely manner with careful attention to detail and confidentiality.
Planning and participating in sensitive special projects in the areas of academic position promotions and applications, Department website, data management and other areas as assigned by the Chair.
Composing, preparing and transmitting confidential and sensitive written and verbal communication on behalf of the Chair and for the Chair’s signature.
Preparing presentation materials for use at local, national, and international meetings and events. Developing templates, tables, charts and graphs for use with, but not limited to department reports, manuscripts and grant proposals, staff/academic personnel mailings.
Assisting Chair on coordinating calendars, schedules, meetings, travel, mail and directories.
Backing up the Interfolio management as needed.
Supporting Department Administrator as needed.
Supply, Payments and Fiscal Management (20%) Manages Department general supply purchases, inventory and relative records requiring a keen understanding of State, University and Department purchasing policies and protocols.
Assist with payments to individuals as it relates to event and instructional support.
Supporting processing and reconciling Department procurement transactions including reimbursements.
Support process change as it relates to UW Financial transformation.
Who you are…
Creative, innovative, analytical and meticulous.
Educated. Bachelor's degree in Business or Social Sciences; work experience can substitute for college degree requirement.
Experienced. 2 years of progressive administrative experience, preferably in support of executive leaders, with a track record of success in innovation and achieving objectives.
Committed. To values of Integrity, Diversity, Excellence, Collaboration, Innovation, Service and Respect.
Technically Savvy. Aptitude, desire and enthusiasm to learn new programs quickly. Intermediate to advanced proficiency with entire MS Office Suite.
An effective communicator. Strong interpersonal skills with the ability to communicate in a direct and professional manner in constructive ways.
Diplomatic and discreet. Maintain confidences and protect confidential information.
Accountable. Known to make strategic decisions that will directly impact many areas of the organization. Known to follow-up on outstanding questions and open issues in a timely and reliable manner.
Detail oriented and highly organized. Must be able to thrive in a fast paced, dynamic work environment and can multitask and keep on top of priorities while accomplishing the details of the work.
Flexible and resilient.
Experience working in/with an interdisciplinary or liberal arts educational context.
Deeper understanding of the University of Washington Communication Department through direct affiliation or collaborative work preferred.
Experience with University of Washington specific policies, protocols, branding and business systems such as Workday, eProcurement, Procard, MyFinancial Desktop, SAGE, Interfolio, and IASystem (course evaluations).
Condition of Employment: Ability to work occasional evening and weekend hours, as necessary.
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.