Salary and benefits are competitive. Salary is commensurate with qualifications and experience.
Limited Recruitment Other:
Open to current UW employees only
Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration.
The University of Washington (UW) is proud to be one of the nation's premier educational and research institutions. Our people are the most important asset in our pursuit of achieving excellence in education, research, and community service. Our staff not only enjoy outstanding benefits and professional growth opportunities, but also an environment noted for diversity, community involvement, intellectual excitement, artistic pursuits, and natural beauty.
Compliance & Risk Services is composed of two units, Compliance Services and Risk Services. The Compliance Services team provides thought leadership and guidance to the University community in the design, adoption and implementation of an institution-wide collaborative compliance program to fulfill the University's obligations under various federal, state and local laws and regulations. The Risk Services team plans, organizes and directs all University-wide risk management activities, including the development and implementation of risk financing, risk consulting, and claim and litigation management programs for the protection of the University from unanticipated losses.
Compliance and Risk Services has an outstanding opportunity for an Executive Assistant to the Associate Vice Provost (AVP). The Executive Assistant to the AVP in Compliance & Risk Services (C&RS) provides high-level executive assistance and administrative support to the Assistant Vice Provost and manages work cadence and quality assurance for the institution's compliance and risk governance bodies and processes. The Executive Assistant will: demonstrate expertise in the University of Washington's policies, administrative procedures, compliance requirements and a strong working knowledge of the AVP's operational areas of responsibility; exercise independent judgement and discretion; and perform and/or follow through on all administrative functions in a professional, timely, confidential, and efficient manner. Reporting directly to the AVP, the Executive Assistant will oversee the schedules and work flow of the university-wide compliance and risk committees under the purview of the AVP; coordinate materials for the Board of Regents; independently manage the schedule, calendar, and travel arrangements for the AVP; and manage special projects as assigned. In this position, the individual will work closely with the offices of the Board of Regents, President, Provost, Chancellors, Deans, and other administrative offices, as well as faculty, staff, and students.
Duties and Responsibilities include:
(75%) Special Project & Committee Management:
Provide logistical and administrative management of university-wide compliance and risk committees under the purview of the AVP, including, but not limited to: Portage Bay Insurance Board of Directors, Portage Bay Insurance Finance Committee, Compliance Steering Committee, Compliance Working Committee, Rules Subcommittee, Title IX Steering Committee, Title IX Working Group, and the various task forces and subcommittees to those bodies. Schedule meetings, coordinate and manage the cadence of meeting agendas to ensure and monitor the progressive advancement of initiatives, prepare meeting materials, record and compose meeting notes, and follow-up on action items as delegated.
Utilize expert knowledge of the University's policies, administrative procedures and compliance requirements to aid the AVP in the planning, logistical management and successful execution of university-wide strategic initiatives and other programmatic action items.
Assist AVP in the development and implementation of special projects, such as the Institutional Resilience tool, ensuring consistent inclusion of all relevant C&RS information and analyses. Work with the C&RS AVP and Directors to prepare complex, comprehensive reports and presentations for University leadership on the institution's financial, operational, compliance and strategic risks and the relative maturity of mitigation planning for each area.
Independently analyze action items for upcoming committee meetings and gather relevant information and materials by coordinating with departments and key stakeholders across the University.
Prepare annual reports for University executives on their unit's risk exposure and experience by collaborating with C&RS units. Collaborate with AVP to create companion reports for oral presentations to executives on lessons learned, best practices and opportunities for improving their respective unit's risk exposure.
Perform analysis on metrics and data, as directed by the AVP, to create meaningful ad hoc reports for presentation to various stakeholders, including the Executive Office and the Board of Regents.
Provide logistical and administrative support for structural compliance assessment teams under the purview of the AVP, including, but not limited to: Research, Health & Safety, Information, Financial, Civil Rights/Employment, and Special Areas. In collaboration with Director of Strategic Initiatives, monitor assessment cycles, provide team coordination, schedule meetings, and facilitate communications.
Maintain strong network of working relationships across the organization, including administration, faculty, staff, and students.
Coordinate drafting, reviewing and submission of high-level communications, including emails, committee appointments, and reports from and to the Executive Office, and presentation materials for the Board of Regents.
(20%) Provide executive assistance and administrative support to the Associate Vice Provost for Compliance & Risk Services (AVP):
Serve as principal communication liaison to the AVP. Act as a liaison between the AVP, President, Provost, Office of the Board of Regents, campus administrative offices, and other stakeholders as necessary. Exercise a high degree of judgement in communicating with all parties.
Maintain a clear understanding of all programs and projects operating under the AVP's purview in order to proactively provide efficient administrative support and respond to requests.
Manage the AVP's complex and issue-sensitive schedule by making independent decisions to reschedule, postpone, or relocate meetings. Coordinate day-to-day activities to ensure effective management of schedule, meeting regularly with the AVP to review calendar and operational issues. Ensure AVP is fully briefed on agenda items and has received all required materials. Monitor action plans, maintain ticklers, and notify project managers of impending deadlines.
Review AVP's email on a daily basis, routing as appropriate, ensuring AVP is aware of matters requiring her attention. Work closely with departmental managers on matters where consultation is needed. Follow-through on items routed to other offices for response, keeping AVP appraised as appropriate.
Independently screen and prioritize all correspondence and telephone calls; highlight, investigate and summarize key information for AVP's review; draft responses and provide replies based on knowledge of AVP's views and actions. Skillfully refer internal and external inquiries, comments and/or complaints to the appropriate area. Develop routine correspondence for AVP's signature.
Provide back-up administrative support to Compliance and Risk Services Administrator.
May have lead or supervisor responsibilities for temporary employees and/or student helpers.
Organize, maintain and retrieve information from a multi-disciplinary filing system.
Other duties as assigned.
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.
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, Criminal Conviction History, 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.
Bachelor's Degree in business administration or a related field and at least 4 to 5 years of experience in a senior administrative support position, or equivalent.
Strong customer service orientation and quick response to requests.
Outstanding oral communication skills.
Excellent written communication skills, with special attention to spelling and grammar.
Expertise in the University of Washington's policies, administrative procedures and compliance requirements.
Ability to quickly analyze and interpret complex information.
Meticulous organizational skills and a keen eye for detail.
Ability to exercise sound judgment to make decisions.
Demonstrated ability to carry out the responsibilities of an executive support position while maintaining a high level of discretion and confidentiality.
High level of diplomacy and tact.
The ability to maintain high-quality, accurate work while working in a high pressure environment with tight deadlines.
Self-motivated and focused with a positive attitude.
Demonstrated ability to collaborate and work well with people throughout all levels of an organization.
Professional appearance and mannerisms.
At least 3 years' experience supporting an Executive at the University of Washington
At least 1 year project management experience
CONDITIONS OF EMPLOYMENT:
Appointment to this position is contingent upon obtaining satisfactory results from a criminal background check.
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,
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 undergra...duate 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.