| 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 enjoys outstanding benefits and professional growth opportunities, but also an environment noted for diversity, community involvement, intellectual excitement, artistic pursuits, and natural beauty. |
The University of Washington Graduate School has an outstanding opportunity for a full-time Administrative Specialist. The Administrative Specialist will directly support the academic program review process, fulfilling the Graduate School's mission of ensuring the academic excellence of all graduate programs across UW's three campuses. The Administrative Specialist will work in the Office of Academic Affairs and Planning, collaborating with staff and reporting to the Director, Academic Affairs & Interdisciplinary Programs.
Academic program reviews are conducted for each academic unit across the UW on a regular basis. Each program review is a complex process that spans two academic years, engaging UW and non-UW faculty, chairs/directors, deans/chancellors, staff, students, and the Graduate School Council. The Administrative Specialist will manage review logistics, communications, scheduling, and activities around program reviews for all reviews active at any given time. This requires organizational and planning skills, attention to detail, strong verbal and written communication skills, and a high degree of professional engagement with stakeholders on and off campus. Stakeholders include the Office of the Provost, Deans' offices, Chairs, Directors, faculty, staff, and students. In addition, the Administrative Specialist will be an active participant in identifying and implementing efficient processes in support of the complexities around program reviews.
Since the Administrative Specialist serves as a liaison across institutional hierarchies, including university leadership, faculty, staff, and students, the individual in this position must exhibit a high degree of professionalism and diplomacy. The Administrative Specialist must work independently as well as collaboratively with internal and external stakeholders of the Graduate School. Complexities of the position include understanding and navigating multifaceted institutional structures governing graduate education.
The Office of Academic Affairs and Planning is also responsible for the review of proposed graduate degree and certificate programs; program changes; oversight and development of graduate education policies; coordination of the Graduate School Council; and oversight of the Graduate School's interdisciplinary degree and certificate programs. As a member of the Academic Affairs and Planning team, the Administrative Specialist may also support these various office functions. The Administrative Specialist will represent the Office of Academic Affairs and Planning and the Graduate School to faculty, staff, students, and administrators across the three UW campuses. This requires an understanding of the diverse needs of the various graduate programs.
Duties & Responsibilities
The Administrative Specialist will implement all steps of the Academic Program Review process for undergraduate and graduate programs and will be accountable for successful execution and completion of the review process. This includes serving as liaison to the Office of the Provost, Deans' offices, Chairs, Directors, faculty, and staff during the review process, working with these various stakeholders to ensure that each step of the review process proceeds on schedule and in an appropriate manner. It requires a close working relationship with the other members of the Office of Academic Affairs and Planning. The Administrative Specialist must regularly exercise independent judgment and discretion in work directly related to program review policies and business operations of the Office of Academic Affairs and Planning, with delegated authority to make commitments on these areas that affect operations.
Specific responsibilities include:
Manage scheduling and processes for all academic program reviews. Assure uniform and consistent communication strategies.
Maintain processes and efficiencies related to program review.
Monitor and track the significant number of reviews active in various stages at any given time.
Report progress to and collaborate with Academic Affairs and Planning staff to assure consistency across reviews.
Track and manage collection of academic program review interim reports and new program interim reports.
Work with Dean's offices, Chairs, Directors, faculty, and staff inside and outside UW to:
o Identify program review site visit dates;
o Coordinate and support faculty review committees;
o Ensure appropriate site visit agendas;
o Manage documents and document sharing related to program reviews;
o Schedule charge meetings;
o Manage site visit logistics (documents, meetings, catering, etc.).
| Bachelor's Degree in a relevant field of study, and a minimum of two years of experience post-degree in applicable field. |
Must possess and demonstrate excellent oral and written communication skills and ability to work collaboratively with UW constituents at every level.
Must possess and demonstrate skill at managing complex processes with many clients simultaneously.
Must possess professional integrity and a high degree of discretion and diplomacy.
Must maintain a service-oriented approach across all areas of responsibility.
Must be highly organized, able to work independently and collaboratively, with an ability to maintain and safeguard confidential communication and documentation.
Must demonstrate experience and ability to work with diverse populations.
Must have computer technology experience, demonstrated ability to utilize scheduling tools, and the ability to create and revise website content. In addition, this position will continually utilize and integrate new technologies to complete projects and administrative tasks.
Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration.