Salary and benefits are competitive. Salary is commensurate with qualifications and experience.
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.
Please note that the closing date has been extended and this position is now listed as open until filled. If you have already submitted your application, you need not submit it again, as it has already been received.
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 enjoys outstanding benefits and professional growth opportunities, but also an environment noted for diversity, community involvement, intellectual excitement, artistic pursuits, and natural beauty.
The Department of Civil & Environmental Engineering, in the College of Engineering, has an outstanding opportunity for an ADMINISTRATOR. This individual will be responsible for managing the administrative and academic services of the department. Reporting directly to the department chair, the administrator serves as the business manager and senior administrative support representative for the department, providing leadership and management of the department's fiscal, human resources, and operational responsibilities. This includes expenditure and revenue forecasting, evaluating department operational needs, and hiring staff. The administrator is the chief liaison between the Chair, faculty, staff, and students of the Department and other campus and non-campus offices. The administrator is responsible for ensuring the department complies with federal, state, local, and university rules and regulations.
The Department of Civil & Environmental Engineering is an academic department in the College of Engineering with over $22M in annual expenditures. The department serves approximately 500 students annually, and grants bachelors, masters, and PhD degrees. This represents an increase of 35% since 2010. As of February 2014, the department has approximately 39 tenured/tenure track faculty, 6 research faculty, with an additional faculty search in the upcoming academic year. The department has a large portfolio of programs, including multiple online programs, a growing number of international exchanges with both Scandinavian and Asian nations, cost centers, and multiple professional master's program. The department has multiple research and testing laboratories spread across five different buildings. Over the past five years, the department averaged over $13 million in awards and expenditures per year all of which are processed by grant and contract managers.
The Administrator for the Department of Civil and Environmental Engineering, in the College of Engineering, is responsible for managing the administrative and academic services of the department, including but not limited to the coordination of department finance and personnel activities for faculty, staff and students in support of the academic, research, and community service goals of the department. The Administrator will serve as the primary liaison to administrative offices of the campus and non-UW agencies. The incumbent will advise and counsel the Chair with accurate knowledge of policies and procedures and develop, interpret and implement institutional and organizational policies, procedures and operations. The Administrator will advise administrative staff and faculty of University policies and procedures, act as liaison to professional and non-professional personnel in matters pertaining to fiscal management and administration of the department, and oversee and participate in departmental event planning and execution.
Fiscal/Budget (50%) Administer state funds, grants and contracts, endowment and gift funds, and other revenues totaling approximately $20-$22 million/direct costs/year. Oversee grant preparation and administration. Working with the Dean's Office, prepare annual reports to endowment sponsors and companies for scholarships and fellowships. Devise and maintain budget reporting system for a variety of funding sources. Advise faculty on all aspects of budget matters, projection of expenditures, and payroll. Track all department commitments, monitor department expenses, and review current balances. Administer all purchasing functions for the department in compliance with state, federal, and university policies. Prepare forecasts and long-range plans for department funds and use of gift funding. Independently correspond with campus units regarding budgets and be responsible for reports and surveys for the University or outside agency inquiries. Work in partnership with the College of Engineering Dean's office.
Work with the Chair and the Dean's Office to manage yearly allocations and all associated revenues, expenditures, and taxations. Manage department cost centers and recharge centers, including development of clear policies and procedures regarding contracts and receipt of revenue. Work with Continuum College (C2) to manage the department's Professional Master's Program, as well the department's on-line programs, and short-courses.
Personnel and Leadership (40%) Serve as the human resources manager for the department. Oversee appointments of faculty, research faculty, visiting scholars, research associates, classified and professional staff, hourly, and graduate and undergraduate student appointments. Supervise clerical/administrative support and professional positions. Manage work flow, hiring, disciplinary actions and resolution of problems. Advise faculty members in personnel matters related to technical staff (hiring, disciplinary problems). Oversee payroll and maintenance of leave records. Provide information to employees regarding WAC regulations and union contracts. Administer the preparation of confidential material, coordinate and carry out special assignments that vary in complexity and frequency depending on the needs of the department. Work in partnership with the College of Engineering Dean's office Human Resources Director.
Supervise, coach and mentor staff in the areas of finance, technology, facilities, safety, grant management, and marketing and communications. Seven direct reports including: Manager of Program Operations, Senior Computer Specialist, two Program Operations Specialists, Public Information Specialist, Research Technologist III and Engineering Technologist III. Conduct annual performance reviews.
Facility Management (10%) Participate in the long range planning for the department including requests for equipment and space. Coordinate all departmental minor modification projects, from initial request to completion of project. Allocate funds for equipment purchases and coordinate purchase of equipment. Coordinate and approve requests to Physical Plant for major and minor changes and repairs. Review, monitor and approve maintenance agreements for instrumentation and final signature authority for acceptance. Assign, review and record personnel space; coordinate moves of personnel and equipment; supervise key distribution and maintenance of inventory records. Monitor compliance with Risk Management and Environmental Health and Safety policies.
Bachelor's Degree in Business, Public Administration or related field and four to five years of experience in the management of staff, finance and operations. Experience with Word and Excel software required, as well as an understanding of budgeting processes which include, payroll, purchasing, accounting and administrative systems (FIN, PAS, BGT, MyFinancialDesktop, UW Profiles, EDW, SAGE, Workday, Ariba,etc.). Demonstrated ability to:
Manage competing projects and multiple deadlines and priorities.
Display initiative, anticipate problems, make recommendations for appropriate response and take action.
Work both independently and cooperatively with faculty, staff, students, managers, supervisors, and academic peers and partners.
Effectively supervise, coach and mentor staff.
Make reasonable judgements in complex organizational environment.
Communicate effectively and exercise diplomatic and professional interpersonal skills.
Build and maintain relationships with faculty, staff, students and academic partners; modeling and mentoring professional interactions.
Handle confidential information responsibly.
Maintain and use tracking and monitoring systems.
Instill process and organizational improvement and commitment to customer service.
Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration.
Master's Degree in business management, economics, organizational development or related field.
Experience with UW Professional Master's Program (PMP) and Continuing Education Programs.
Experience with University of Washington academic policies and procedures.
Experience with state, federal and agency standards and regulations.
CONDITIONS OF EMPLOYMENT:
Appointment to this position is contingent upon obtaining satisfactory results from a criminal background check
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.
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.