Salary and benefits are competitive. Salary is commensurate with qualifications 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.
The Global Innovation Exchange (GIX) has an exciting opportunity for an Assistant Director. This position reports to the Co-CEOs of GIX (the Vice Provost for Research and the Vice President for Innovation Strategy), and works closely with the GIX Director of Academic Programs to support GIX academic programs.
The Assistant Director is responsible for overall operations functions of the Global Innovation Exchange which is located off-campus in Bellevue. As a new program, a complex set of international and academic inclusive processes and procedures need to be developed. This position will determine and direct all areas including finance, facilities, human resources, and IT in line with the strategic guidance of Vice Provost of Research and Vice President for Innovation Strategy. Areas of responsibility will include facilities planning and operations, hiring and overseeing personnel, budgeting and financial planning, fiscal administration, IT planning and operations, and establishing effective ongoing administrative structures and processes for GIX.
The Global Innovation Exchange (GIX) is a key part of the Presidential Initiative for Inclusive Innovation. It is a global partnership between major research universities and innovative corporations to develop leaders in innovation. The first two academic partners are Tsinghua University and the University of Washington, with early support from Microsoft. GIX develops leaders, stimulates innovation in the workforce, and helps solve technological and design challenges. It seeks to build global capacity to tackle complex problems and serve multiple markets. Graduates will have the technical and design skills and business confidence to drive solutions from idea to impact. GIX is located in Bellevue's Spring District, a new urban development east of Seattle built around planned light rail. Just 10 miles from the UW campus, the location offers proximity to multiple technology corridors. The state-of-the-art GIX facility features computing and design labs, a prototyping facility, and spaces for collaboration and presentations.
The Assistant Director reports to the GIX co-CEOs and acts as liaison between GIX staff, GIX leadership, CoMotion, and other relevant campus offices. The Assistant Director must act independently and responsibly weighing the international impact as well as the potential success of this new program, given general direction from the GIX co-CEOs and the constraints of University policies and procedures. The Assistant Director has a comprehensive range of responsibilities, including onsite leadership, business planning, financial management, budget development, direct or indirect supervision of the some of the unit's staff, personnel, payroll, purchasing, facilities management and support, and other administrative functions, participation in and support for process improvement.
As GIX is a global partnership involving international students and partnerships, this position will be a key member in representing GIX directly with Tsinghua University and supporters, Microsoft and the Gates Foundation and additional industry partners. The Assistant Director will manage expectations from these external sources while moving GIX forward in line with the University's strategy.
The Assistant Director serves in a variety of administrative roles and must demonstrate effective business acumen, administrative judgment, and innovative ability. The Assistant Director acts in an advisory capacity to the GIX co-CEOs and various unit committees, providing financial guidance, background information, and management advice. In addition, the Assistant Director is the primary senior representative in interactions with other administrative departments at the University regarding administrative issues. The Assistant Director has the responsibility to foster effective and positive communication regarding operations issues, throughout GIX.
This position oversees an operating budget of roughly $9M/yr. These budgets support the entire GIX program, including the academic course offerings and MSTI degree, the building operation and maintenance, and the administrative structure, employing roughly 10 employees. This position will provide a smooth running internal operations for GIX and will ultimately free others to concentrate on the success of GIX as a Presidential Initiative. GIX has high visibility with important partners such as Microsoft and Tsinghua University and it is critical that GIX operations be efficiently and professionally run.
SPACE AND FACILITY ADMINISTRATION: 25%
The Assistant Director will be responsible for facility management and will
Establish and implement operating procedures for the GIX building, including building access, security and safety.
Serve as liaison and primary contact for Property Management Services delivered by Wright Runstad and their subcontractors. Provide feedback on service levels and address issues that may arise. Serve as representative to Spring District tenants association.
Launch and administer building use program (including space rental program), determine appropriate building use to include policy requests for building use. Determine associated fees for billing under this policy.
Develop functional space plans for GIX and coordinate necessary support services, working with CoMotion as needed. Direct moves and/or relocations of offices and personnel.
In conjunction with the Director of Academic Programs, review, develop, and assign space to staff.
Develop and coordinate projects involving maintenance and special projects.
Facilitate unit participation in Space Inventory Management System (SIMS) and serve as primary point person for ongoing updates to SIMS. Manage all office remodel projects. Provide annual and on-demand reports as needed.
Oversee the unit's equipment inventory system; ensure that University policies and procedures are observed; determine appropriateness of items to be surplussed.
Manage building use and space planning with representatives of Tsinghua University
Coordinate other tours, visits, and events.
FINANCIAL MANAGEMENT: 25%
Establish financial management policies coordinate and/or provide regular financial reporting to GIX leadership. Provide financial analyses and/or cost projections as requested. Review and approve budget status, income/expense and statistical reports; analyze problem areas and make recommendations or take corrective action.
The Assistant Director is the primary contact with the business offices of CoMotion and other University offices related to financial, facilities and human resource management.
Develops business cases and financial projections for ongoing operational needs for GIX fitting into overall strategic goals. This includes conducting complex data analysis of revenue received, spending trends, future needs, and GIX metrics.
Responsible for compliance of the financial reporting to GIX supporters including to Microsoft, the Gates Foundation and other major gift donors. Supervise the fiscal management of financial resources. The Assistant Director has decision-making authority, and must exercise independent judgment to facilitate the maximum use of the unit resources.
Organize, direct and coordinate the unit's financial support operation, including the planning, budgeting, accounting functions and compliance. Coordinate on-going development/improvement to computer-based bookkeeping system. Ensure that payroll documents are completed correctly and in a timely manner, as well as travel requests and reimbursements. Develop and maintain appropriate internal controls.
Lead and supervise the Procurement functions for GIX, ensuring that purchases are conducted in a timely manner and in compliance with University policies and procedures.
PERSONNEL ADMINISTRATION: 20%
Process the hiring of all professional and classified staff, temporary staff, and student workers in GIX, working closely with the appropriate HR staff in CoMotion. Provide advice and counsel on personnel issues including assessment of staffing needs. Initiate, review and recommend personnel actions including promotions, salary increases, employee performance evaluations and staff training for professional and classified staff.
Ensure that the unit's employment practices are in compliance with the personnel policies and procedures of the University.
Maintain personnel files including time and leave approvals. Ensure appropriate confidentiality for all records.
In conjunction with Director of Academic Programs, identify staffing needs, develop funding proposals, and work with HR to establish positions needed.
Coordinate UW academic units to arrange for with the supporting units on HR and budget for Academic staff and faculty appointments.
SUPERVISION AND MANAGEMENT: 10%
Supervise the front desk staff, administrative support staff, Senior Computing Specialist, and Fiscal Specialist.
Develop internal policies/processes for operations in accordance with UW policies and procedures.
Provide an interface between staff, leadership and other key stakeholders Participate in management team meetings.
INFORMATION AND REPORTS: 10%
The Assistant Director will be responsible for internal and external communications of GIX operations-related information, and will work with others to facilitate and communicate metrics and reports measuring productivity in alignment with GIX strategic goals, including annual reports.
GENERAL ADMINISTRATION: 5%
The Assistant Director joins the management team in developing strategic plans. The Assistant Director is the Health and Safety officer for GIX and is responsible for the safety and security of all employees. The Assistant Director is responsible for compliance to Environmental Health and Safety regulations and with fire and safety codes.
The Assistant Director serves as the Facility Coordinator for the GIX Building. The Assistant Director attends regularly scheduled meetings of the GIX management team, staff meetings and process improvement team meetings and may also attend other related and ongoing meetings including MRAM, GIX and other University-wide administrative meetings.
IT ADMINISTRATION: 5%
Supervise GIX IT lead (currently Senior Computing Specialist).
Work with IT staff and GIX leadership to develop long-term IT plans.
Ensure that IT needs of GIX building users (students, faculty, staff and visitors) are met.
Master's Degree in business, communications, engineering or technical field
Minimum of 5 years operations experience including facility management, staff supervision, and finance/budget.
Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration.
Strong organizational and problem-solving skills.
Demonstrated ability to organize multiple tasks with competing deadlines, projects and daily priorities independently, effectively and efficiently.
Ability to take initiative, set priorities and exercise good judgment in a fast-paced, dynamic, deadline-driven environment.
Excellent oral and written communication skills. Ability to communicate clearly and effectively.
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.
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