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The College of the Environment has an outstanding opportunity for an Assistant to the Associate Deans. The Assistant provides executive assistant and administrative support to the Associate Dean of Planning and Initiatives and the Associate Dean of Research in the College of the Environment, functioning in a fast paced, dynamic, deadline driven environment and drawing heavily on project and personnel management skills, problem solving abilities, initiative, priority setting, juggling multiple projects, and exercising good judgment.
The Assistant is a central resource for information about research programs and opportunities within the College of the Environment and supports special projects, as needed, by the Dean's Office senior staff.
Provide executive administrative assistance for the Associate Deans, including but not limited to: prioritizing and scheduling meetings; sorting and prioritizing email, social media, snail mail, and phone communications; maintaining on-line calendars of the Associate Deans; and staffing key meetings and interactions. All tasks require the ability to prioritize communication relative to ongoing and evolving priorities of the College of the Environment relative to Planning and Initiatives and Research. Review and respond to inquiries to the Associate Deans, reserving only those which require confidential information or specific attention. In the absence of the Associate Deans, serve as their representative.
Short-term research (information gathering, distillation, and production of cogent and pithy summaries delivered on short - hours to days - timelines) on individuals, organizations, and issues of interest to the Associate Deans, and more broadly to the College of the Environment.
Short-term data collation and analysis projects to support strategic planning and initiatives of the College.
Distribute information about and serve as a resource for external funding opportunities. Assist in the development of proposals as needed, including budget development.
Serve as primary reviewer of grant and contract proposals from the College. This involves examining and reviewing proposals for compliance with College and University criteria. Work with unit grant managers and principal investigators to address compliance issues and correct errors.
Collation and analysis of data related to Research programs and projects inside and outside of the College and the University of Washington; and design of tracking systems related to those data. Comparison of information gathered within the College of the Environment relative to similar metrics from other colleges within the University of Washington, as well as other college-level units focused on environment on a national and international scale.
Administration and tracking of ongoing College health and safety efforts and special initiatives. Tasks include but not limited to: tracking unit compliance with University health and safety mandates, regularly reviewing and updating Dean's Office health and safety documents, serving as Dean's Office evacuation warden, and serving as Dean's Office liaison for College health and safety committee.
Work with the Associate Deans and other Dean's Office staff on the design, scheduling, and execution of events and outreach activities including but not limited to: international delegation visits, high-level federal administrator visits, annual congressional staffer field tour, College participation in national and international conferences, and invited workshops and working group meetings; where tasks may include developing agendas, confirming attendees, researching and securing facilities, catering and other meal scheduling, travel arrangements, staffing events, securing permits as needed.
Selection and coordination of key travel opportunities for the Associate Deans, including but not limited to speaking engagements, and other public events. Tasks include ability to make independent decisions about relevance of events to the evolving priorities of the Associate Deans and the College of the Environment, as well as necessary scheduling, reservations, and managing disbursements.
Coordinate with other members of administrative staff providing Dean's Office support: answer phones; develop Catalyst and Doodle polls; retrieve and process voicemail messages; receive and refer suite visitors; greet visitors as necessary and escort to meetings; staff meetings and committees as assigned.
Develop, manage, and maintain file systems for routine documents, confidential and non-confidential materials.
Perform other duties as assigned.
For detailed information on Benefits for this position click here.
| Bachelor's Degree in administration, environmental studies, environmental, life, or physical science or a related field is preferred. |
Three years of progressively responsible experience in administrative support; demonstrated experience in multi-tasking in a high pressure (short timeline for product deadlines) environment; executive assistant experience preferred.
Ability to handle confidential information with tact, discretion, and diplomacy, and to maintain strict confidentiality.
Excellent written and verbal communication skills, and strong interpersonal skills; ability to maintain a professional demeanor at all times.
Ability to research and synthesize information and communicate it effectively to lay audiences in verbal and written form.
Ability to work independently and as part of a team, manage priorities, multi-task, problem solve and exercise good judgment in a dynamic and deadline-driven environment.
Proven accuracy and attention to detail in work products.
Demonstrated strong quantitative skills.
Equivalent education/experience will substitute for all minimum qualifications except where there are legal requirements such as license/certification/registration.