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Compliance & Risk Services is composed of two units, Compliance Services and Risk Services. The Compliance Services team provides thought leadership and guidance to the University community in the design, adoption and implementation of an institution-wide collaborative compliance program to fulfill the University's obligations under various federal, state and local laws and regulations. The Risk Services team plans, organizes and directs all University-wide risk management activities, including the development and implementation of risk financing, risk consulting, and claim and litigation management programs for the protection of the University from unanticipated losses.
We have an outstanding opportunity for an Executive Assistant to provide high-level executive assistance and administrative support to the Associate Vice Provost for Compliance & Risk Services. The Executive Assistant will demonstrate strong working knowledge of the AVP's operational areas of responsibility; exercise independent judgement and discretion; and perform and/or follow through on all administrative functions in a professional, timely, confidential, and efficient manner. Reporting directly to the AVP, the Executive Assistant will independently manage the schedule, calendar, and travel arrangements for the AVP; manage university-wide compliance and risk committees under the purview of the AVP; manage special projects as assigned; and coordinate materials for the Board of Regents. In this position, the individual will work closely with the offices of the Board of Regents, President, Provost, Chancellors, Deans, and other administrative offices, as well as faculty, staff, and students.
Duties and responsibilities include:
(50%) Provide executive assistance and administrative support to the Associate Vice Provost for Compliance & Risk Services (AVP):
Serve as principal communication liaison to the AVP. Act as a liaison between the AVP, President, Provost, Office of the Board of Regents, campus administrative offices, and other stakeholders as necessary. Exercise a high degree of judgement in communicating with all parties.
Maintain a clear understanding of all programs and projects operating under the AVP's purview in order to proactively provide efficient administrative support and respond to requests
Manage the AVP's complex and issue-sensitive schedule by making independent decisions to reschedule, postpone, or relocate meetings. Coordinate day-to-day activities to ensure effective management of schedule, meeting regularly with the AVP to review calendar and operational issues. Ensure AVP is fully briefed on agenda items and has received all required materials. Monitor action plans, maintain ticklers, and notify project managers of impending deadlines.
Review AVP's email on a daily basis, routing as appropriate, ensuring AVP is aware of matters requiring her attention. Work closely with departmental managers on matters where consultation is needed. Follow-through on items routed to other offices for response, keeping AVP appraised as appropriate.
Independently screen and prioritize all correspondence and telephone calls; highlight, investigate and summarize key information for AVP's review; draft responses and provide replies based on knowledge of AVP's views and actions. Skillfully refer internal and external inquiries, comments and/or complaints to the appropriate area. Develop routine correspondence for AVP's signature.
(45%) Project Management:
Provide logistical and administrative management of university-wide committees under the purview of the AVP, including, but not limited to: Portage Bay Insurance Board of Directors, Portage Bay Insurance Finance Committee, Compliance Steering Committee, Compliance Working Committee, Title IX Steering Committee, Title IX Working Group, and Safety of Minors Committee. Schedule meetings, coordinate meeting agendas, prepare meeting materials, record and compose meeting notes, and follow-up on action items as delegated.
Provide logistical and administrative support for structural compliance assessment teams under the purview of the AVP, including, but not limited to: Research, Health & Safety, Information, Financial, Civil Rights/Employment, and Special Areas. In collaboration with Director of Strategic Initiatives, monitor assessment cycles, provide team coordination, schedule meetings, manage communications.
Maintain strong working relationships across the organization, including administration, faculty, staff, and students.
Coordinate drafting, reviewing and submission of high-level communications, including emails, committee appointments, and reports from and to the Executive Office, and presentation materials for the Board of Regents.
Provide back-up administrative support to Compliance and Risk Services Administrator:
o Make travel arrangements and reconcile travel expenses.
o Annual audit of leave records
May have lead or supervisor responsibilities for temporary employees and/or student helpers.
Organize, maintain and retrieve information from a multi-disciplinary filing system.
Other duties as assigned.
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.