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.
Facilities Services (FS) is a world-class organization providing exceptional services anywhere, anytime in support of the University of Washington's mission of teaching, research, and discovery. FS engages employees through LEAN practices and continuous improvement. FS includes eight departments that operate, maintain and support the University: Administration & Strategic Initiatives (AVP), Building Services Department (BSD), Campus Engineering & Operations (CE&O), Facilities Employee Services (FES), Facilities Maintenance & Construction (FMC), Finance and Business Services (FABS), Transportations Services (TS), and UW Emergency Management (EM).
Facilities Maintenance and Construction (FMC) is responsible for general maintenance, repair, alterations, and renovations of all campus facilities including building interiors, exteriors, and grounds.
We have an outstanding opportunity for an Assistant to the Director.
Under the general direction of the Director of Facilities Maintenance and Construction, and with minimal supervision, the Assistant provides primary professional support to the Director. The Assistant functions as gatekeeper and logistician for the Director's Office and serves as the Director's representative to business partners, stakeholders, and customers.
The Assistant must be able to communicate efficiently, empathetically, firmly and effectively. Attention to detail, grace under pressure, ability to manage multiple competing priorities, political acumen, and an ability to lead with humility are vital to success. The ability to independently recognize situations that require confidentiality and to act accordingly is essential.
In addition to responsibility for smooth operations of the Director's immediate office, the Assistant provides oversight for the clerical and administrative functions in all FMC administrative offices and provides administrative support as necessary for the Deputy Director for Facilities Maintenance and the FS Customer Service and Support team.
Manage Director's calendar, appointments and schedule in accordance with priorities set by the Director. Handle all matters relative to Director's meetings; prepare agendas, prepare and circulate handouts, monitor invitation acceptance, and arrange space. Take and distribute minutes, track action items and ensure timely completion.
Work with Directors' direct reports to assure coordination between their calendars and the Director's schedule as required.
Plan and coordinate departmental all-staff events and meetings, e.g. All-Staff Meeting, Employee Recognition Event, and All-Staff Safety Meeting.
Manage reception of and correspondence with stakeholders with whom the Director communicates and does business; assuring priority attention to their requests.
Work closely with other high-level officers in FS and UW, other academic and administrative officers, faculty and students, as well as with external officials with whom the Director does business.
Assure accurate and proper response to inquiries received by the Director to include personnel release requests, Public Records Requests, and other requests for information.
Manage recruitment process for all Director's Office staff.
Manage all administrative procedures necessary for the effective and efficient operations of the Director's immediate office, including establishment and maintenance of appropriate central subject files, personnel records, attendance reporting, etc.
Responsible for creating and maintaining reports and records in the Director's office including the review and handling of incoming correspondence assuring its proper distribution, safekeeping, filing and ultimate disposition according to the UW's Records Retention Schedule.
Coordinate, or as necessary, prepare and submit various documents or presentations required by the Director. Track assignments and delegations from the Director to other staff in FMC.
Make purchases utilizing Ariba, departmental ProCard, and AiM Materials Request. Reconcile ProCard purchases monthly.
Process payments and reimbursements for employee trainings, travel, and out-of-pocket expenses.
Responsible for managing the day-to-day operations for the Director's Office to include but not limited to office and breakroom supply orders, office machine maintenance, and mail distribution.
Oversee administrative staff in satellite FMC offices to ensure thorough communication and understanding of administrative processes and procedures to maintain compliance with Facilities Services and HR policies.
Manage the FMC DCar program in coordination with Fleet Services.
A WDL is desired to allow the Assistant to attend meetings in support of the Director and managing the D-Car program.
Perform other duties as assigned.
Demonstrate strong personal integrity and trustworthiness
Possess the ability to effectively handle stressful situations and changing priorities
Anticipate, recognize and resolve problems
Demonstrate responsibility and accountability
Demonstrate strong organizational skills and attention to detail
Demonstrate a positive, optimistic, success-oriented attitude
Demonstrate professional demeanor which includes being tactful, civil and courteous
Demonstrate professional work ethic
Continuously promote a safe work environment
Bachelor's degree and three years of increasingly responsible administrative experience supporting upper level management or a high-level decision maker.
Proven outstanding organizational skills. Able to work independently and successfully prioritize and coordinate multiple programs and assigned tasks. Demonstrated flexibility to meet changing and unpredictable requirements.
Demonstrated outstanding verbal and written communication skills. Have experience and be comfortable working with high-level decision-makers and proven success in working professionally with people at all levels of a diverse organization and a wide range of external stakeholders. Demonstrated professionalism, confidentiality, poise, and composure in a fast moving and dynamic environment.
Proven ability to exercise a high degree of professional judgment and work independently with little direct supervision.
Demonstrated keen analytical skills and ability to resolve internal and external work-related and people-related problems.
Proven success in effectively organizing meetings and other events.
Demonstrated proficiency with standard productivity software including the Microsoft Office Suite.
Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration.
Extensive experience in, and knowledge of, university culture, values and sensitivities.
Experience in a facilities management or construction organization.
Valid driver's license recognized by the State of Washington
Conditions of Employment:
While usual hours fall within standard business hours, work may be required during hours beyond standard business hours including weekends. Position requires flexibility to deal with emergency situations, meetings, or other scheduled work that may fall outside normal work hours. Work is performed in an open office environment successful candidates will possess the concentration and social skills necessary to work in that environment.
Must be able to work in a non-smoking environment.
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.