Salary is commensurate with education and experience.
As a UW employee, you have a unique opportunity to change lives on our campuses, in our state and around the world. UW employees offer their boundless energy, creative problem solving skills and dedication to build stronger minds and a healthier world.
UW faculty and staff also enjoy outstanding benefits, professional growth opportunities and unique resources in an environment noted for diversity, intellectual excitement, artistic pursuits and natural beauty. All of which has allowed the UW to be nationally recognized as a Great College to Work For for four consecutive years.
EarthLab has an exciting opportunity for a part time , 50%FTE Executive Assistant who will provide professional executive-level support to the Executive Director of EarthLab.
EarthLab is a new initiative stewarded by the College of the Environment which supports application-focused interdisciplinary collaboration across and beyond the University of Washington. EarthLab focuses on addressing our world's most pressing environmental challenges catalyzing collaborations with partners across the private, public, and non-profit sectors. By linking knowledge and action to accomplish meaningful change, EarthLab will help develop lasting solutions that are scientifically sound, technically feasible, and economically viable, while promoting equity and justice. The initial EarthLab focus areas are Climate Security and Resilience, Ocean Health, Natural Hazards Resilience, and Healthy Ecosystems.
The Assistant to the Director, with minimal supervision, will exercise independent judgment and decision-making in the management of daily operations of the EarthLab Director's Office. The Assistant will serve as the gatekeeper and logistician for the Director's Office and serves as the liaison to upper-level UW and College-wide leadership and donors, EarthLab advisory and executive committee members, as well as leadership from state agencies, the Governor's Office, Federal agencies, non-profits, and the private sector. The Assistant must be able to communicate efficiently, empathetically, firmly, and effectively, and to independently recognize situations that require confidentiality, acting accordingly. They will develop communication tools and materials for the Director in preparation for meetings and presentations. Given the start-up nature of EarthLab, they will need to be flexible and effective in prioritizing and coordinating the Director's workflow and comfortable with delegated decision-making regarding the Director's schedule, balancing competing demands. The Assistant will oversee the hiring of postdoctoral researchers and will be in charge of visiting scientists, serving as the liaison for EarthLab with Academic HR. They will need to work independently on assigned projects (researching information, creating agendas, preparing and writing reports, communicating with EarthLab staff and leadership, etc.) in a fast-paced, deadline-driven environment. It is envisioned that this position will be 0.50 FTE for the first 18-24 months with the potential to grow into full time employment.
The UW and EarthLab promote diversity and inclusivity among our students, faculty, staff, and public; we seek applicants for this position who are committed to these principles and whose experiences have prepared them to fulfill our commitment to inclusion and have given them the confidence to fully engage with audiences from a wide spectrum of backgrounds.
Executive Administrative support for Executive Director (ED) (65%)
Develop communication tools/materials and talking points for the Director, and explain these materials that contribute to supporting the Director's effectiveness in meetings, presentations, and public events. This requires the ability to prioritize communication relative to on-going and evolving priorities of Earth Lab, and the College of the Environment as a whole.
Prepare briefing materials as needed by independently performing research on people, organizations, and issues in advance of the Director's meetings or outreach efforts.
Track EarthLab donor data and advise the Director on his follow-through on donor stewardship; write correspondence or make phone calls that can be highly sensitive and confidential.
Provide professional support for the Director's complex and demanding work portfolio and calendar by prioritizing and scheduling meetings; sorting and prioritizing email, and phone communications; maintaining an online calendar that is balanced; tracking salient EarthLab management issues and decision processes.
Prepare written reports/correspondence at the request of the Director; prepare and format documents.
Provide accurate responses to requests and/or inquiries received by the Director, coordinating the necessary data collection and research, including (but not limited to) public records requests, State budget funding, research awards, and other information.
Build creative PowerPoint presentations that convey complex data and information in a manner that is clear and understandable as well as compelling.
In the absence of the Director, serve as his representative in meetings.
Arrange Director's travel and submit receipts for travel reimbursements.
Administrative Support for EarthLab (35%)
Oversee the hiring of EarthLab postdocs, and manage the paperwork for visiting scientists; serve as the liaison with Academic HR, in partnership with the EarthLab Administrator.
Track and report on the effort and funding/compensation of the EarthLab focal area co-directors (UW faculty).
Schedule and staff EarthLab meetings (develop and prepare the agenda; record minutes, follow-up as needed with action items, requested information, scheduling follow-up meetings), related to the launching and continued development of EarthLab (Executive Committee, Advisory Board of Deans, Start-up Task Force, Advancement, etc.).
Produce written reports and partner with the EarthLab Administrator in collecting budget and programmatic information that will inform EarthLab discussions and decisions.
Develop strong connections with all levels of EarthLab governance and administration in order to have a comprehensive understanding of what is occurring within EarthLab at any time, in order to support and inform strategic day-to-day decision-making.
Work with the Director and EarthLab team to develop strategic milestones and track progress in the establishment of EarthLab.
Maintain communication among staff and faculty involved in the leadership and administration of EarthLab.
Organize events and conferences, arranging for meeting space, equipment, and food/beverage and other logistics.
Other duties as necessary
For detailed information on Benefits for this position click here.
Bachelor's degree in a related field is required.
Three or more years of progressively responsible experience in administrative support to executive level personnel in academic, public agency, non-profit organization, or private sector organization.
Political acumen and discretion; ability to independently discern when confidentiality is required.
Ability to be timely and professional in all interactions, and to work in a collaborative, team environment committed to social justice, diversity, and inclusiveness.
Experience multi-tasking in high pressure (short timeline for product deadlines) environment and flexibility to respond to changing demands and priorities.
Proven accuracy and attention to detail as well as the ability to work efficiently and with minimal supervision.
Ability to manage both long-term and short-term tasks, being responsive to the latter while still maintaining focus on the former. Ability to manage multiple competing demands.
Ability to produce high quality written products, including experience building creative, compelling PowerPoint presentations that share complex information in a concise and effective manner.
Excellent oral communication skills.
Ability to thrive in ambiguity and maintain strong interpersonal professional relationships.
Proficiency in Word, Excel, Outlook/Exchange, and ability to learn new software systems.
Proven ability to handle confidential information with a high degree of tact, discretion, diplomacy, and to maintain strict confidentiality.
Equivalent education/experience will substitute for all minimum qualifications except where there are legal requirements such as license/certification/registration.
Background/degree in a policy or science-related field such as environmental studies, public affairs or business.
Five years or more of progressively responsible experience in administrative support.
Exposure and personal commitment to environmental, equity, and justice issues.
Familiarity with process improvement initiatives such as Lean and relevant tools (flowchart software, Kanban boards, etc.)
Fact checking/research and analysis skills.
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 Workforce 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.
Appointment to this position is contingent upon obtaining satisfactory results from a criminal background check.
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