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.
We have an outstanding opportunity for an Administrative Assistant, Executive Office.
The Administrative Assistant position organizationally reports to the Chief Strategy Officer, but supervision is delegated to the Executive Assistant to the President. Under the supervision of the Executive Assistant, the Administrative Assistant provides high-level administrative and professional support to the Executive Office of the President and Provost, in the areas of communications and correspondence; special projects and university-related events; and front-end office operations. Additionally, the Administrative Assistant is a member of the Executive Office administrative team and is expected to work closely and collaboratively with members of the Executive Office in supporting and coordinating the day-to-day operations of the unit.
Executive Office Administrative Support (60%):
Manage the production and distribution of correspondence and other documents for signature of the President and the Provost.
Coordinate with Records Analyst to ensure presidential documents are organized and maintained to meet the requirements of records retention and archival purposes.
Provide logistical planning and support of President and Provost functions and special events, both on and off campus; including managing venue reservations, coordinating catering, and providing on-site support. Some travel is required when supporting events and/or attending to official matters.
Manage the President's Conference Room, including set-up of conference calls and arranging for audio-visual equipment.
Serve as point-person/liaison for meeting and conference technology needs; conduct research as needed for meeting briefings and other special events.
Initiate frequent and open communication within the office on issues, project statuses, process improvements, special events and programs, etc. Exercise good judgment and professional discretion in dealing with sensitive issues and/or senior leadership.
Executive Office Operations (40%):
Serve as first point of contact for all who visit the Executive Office. 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 judgment in screening, triaging, and escalating calls as appropriate and responding to inquiries and troubleshooting concerns.
Manage front office business operations -- maintaining and ordering supplies and equipment; submitting and tracking IT, surplus, and facilities work requests; and similar project management.
Proactively maintain and update Executive office's directory listings (printed and web-based), as well as rosters for the President's Cabinet and other discussion groups.
Coordinate and support special projects for the Executive Office such as the Awards of Excellence, annual Leadership Performance Evaluations, Athletics Allocations and other projects/programs as assigned.
Independently monitor, screen and triage incoming electronic mail for the Office of the President general email inbox. Respond to emails when appropriate.
Bachelor's degree in business, communications, or related field and 2-3 years of experience in office administration, including:
-Composing, editing written correspondence and complex documents including but not limited to: merging and sorting, integrating text with graphics, spreadsheets and data base files, upload/downloading, etc. -Full proficiency in Windows and Microsoft Office. -Excellent organizational, time management and interpersonal skills, including strong attention to detail. Must be able to manage competing priorities in a fast-paced, high profile environment. -Excellent communication skills, both written and verbal. -Working knowledge of communications technology tools and other resources (AV equipment, Skype, Zoom, Box, Google Drive, SharePoint, Catalyst). -Ability to remain composed during crisis and provide excellent customer service under all circumstances. -Demonstrated ability dealing with sensitive information and maintaining confidentiality.
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.
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.
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.