Salary and benefits are competitive. Salary is commensurate with qualifications and experience.
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.
The Office of the Ombud serves the entire University of Washington community by providing high-quality, client-focused services for preventing, managing, and resolving conflict at the university in a collaborative and confidential environment. We have an outstanding opportunity for an Assistant to the Ombud to serve as a representative of this office, and, correspondingly encompass this high level standard of service.
Under the supervision of the University Ombud, the Assistant to the Ombud provides high-level administrative and professional support in the areas of business operations; communications and correspondence; records management; and special projects.
A high level of professional discretion is crucial to this position and its interactions with senior UW leadership, members of the wider university community, and the general public. The Assistant to the Ombud is the first point-of-contact for visitors to the Office of the Ombud, many of whom are seeking consultation/resolution to conflicts or potential conflicts at the university. It is essential and critical to keep track of a multitude of issues, topics and people, and employ independent judgement in managing and triaging all communications/inquiries appropriately and confidentially.
Office Operations (40%):
Serve as first point of contact for all who visit the Office of the Ombud. Maintain a high level of professionalism and customer service in managing inquiries to the office and coordinating responses as needed. Manage multi-line phone system; exercise independent judgement in screening, triaging, and escalating calls as appropriate, responding to inquiries and troubleshooting concerns.
Independently manage front office business operations: maintaining and ordering supplies and equipment; submitting and tracking IT, surplus, and facilities work requests; and similar project management.
Manage and maintain records management system in concert with university guidelines. Work directly with UW Records Management Services to track/manage disposition schedule for historical file and records of the Office of the Ombud and the Conciliation Board.
Track and reconcile office expenditures, in accordance with university financial procedures and Executive Office Finance & Administration guidelines.
In the absence of the Ombud, respond to urgent requests for service, acting for the Ombud within service delivery protocols.
Represent the Office of the Ombud to members of the university community and public.
Administrative Support (40%):
Provide executive administrative support to the Ombud and Assistant Ombud in all aspects of case management and resolution.
Manage calendars for Ombud and Assistant Ombud, exercising independent judgement in prioritizing needs and events.
Independently conduct and collate research materials and other relevant background information/forms as needed for meeting/appointment briefings.
Serve as lead for meeting and conference technology needs, working directly with venue managers, IT support as needed.
Coordinate data and public records requests to ensure responsiveness while maintaining necessary confidentiality.
Prioritize the Ombud's incoming correspondence; compose and finalize communications for review by the Ombud.
Initiate frequent and open communication within the office on issues, project statuses, process improvements, etc.
Special Projects (20%):
Devise and maintain databases and spreadsheets to track usage of Ombud services.
At the direction of the Ombud, prepare monthly, annual, and ad-hoc summary reports on a variety of subjects.
Initiate report pulls from internal database and conduct analysis to identify trends and support rationale for strategic planning.
Perform other duties as assigned.
Bachelor's degree in business, communications, or related field
4-5 years of experience in office administration and confidential executive assistance
Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration.
Familiarity with the University of Washington and/or higher education administration
Relevant work experience involving dispute resolution
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, click here.
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.