CoMotion Innovation Center, Box 354950 4545 Roosevelt Way NE, Suite 400, Seattle, WA 98105
Open Until Filled
Salary and benefits are competitive. Salary is commensurate with qualifications and experience.
This position will be posted Open until Filled, however, to ensure consideration, please apply by June 16, 2017.
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 enjoy outstanding benefits and professional growth opportunities, but also an environment noted for diversity, community involvement, intellectual excitement, artistic pursuits, and natural beauty.
CoMotion at the University of Washington is the collaborative innovation hub dedicated to expanding the economic and societal impact of the UW community. By developing and connecting to local and global innovation ecosystems, CoMotion helps innovators achieve the greatest impact from their discoveries.
We have an outstanding opportunity for an Executive Assistant to the Chief Advancement Officer for Innovation and the Associate Vice President for Innovation Strategy to provide direct executive administrative support and advancement project management. The Executive Assistant reports directly to the Associate Vice President for Innovation Strategy (AVP) and supports the Chief Advancement Officer for Innovation (CAO). The Executive Assistant will be the first point of contact for both the AVP and CAO to respond and triage inquiries from within CoMotion, across UW as well as outside the University and is essential to the first step of building relationships.
The Executive Assistant will provide direct executive administrative support and advancement project management and analysis to the Associate Vice President for Innovation Strategy (AVP) and Chief Advancement Officer for Innovation (CAO), which includes handling of confidential and sensitive information in relation to advancement activities supporting UW CoMotion. Exercise decision-making authority and use judgment in handling confidential matters for the CAO & AVP. Collect and synthesize information in the CAO & AVP's absence and use discretion and independent judgment to make appropriate responses to requests received, some of which may be in the form of email correspondence. Use delegated authority to solve unusual administrative problems. Interpret university and central advancement policies for the office and act as liaison with other departments.
Executive Administrative Support 60%:
-Provide direct executive administrative support and advancement project management and analysis to the Associate Vice President for Innovation Strategy (AVP) and Chief Advancement Officer for Innovation (CAO). Serve as a liaison between the AVP and other senior University officials, faculty, staff alumni, donors and volunteers, and with central and school/college based units. -Advise the AVP and CAO on matters of importance to operations and business development and make recommendations for action. Represent the AVP and CAO at meetings and events as necessary and create and assemble documentation to facilitation decisions by the AVP and CAO. Protect confidential and sensitive information as needed. -Establish work priorities for both the AVP and CAO and coordinate them to meet deadlines to ensure an efficient workflow throughout the department. -Provide administrative support and meeting coordination to Business Development and Operations/Groups, whose members report directly to the AVP, and who are responsible for coordinating advancement activities, innovation investments, and incubation of startups. -For both AVP and CAO, Prepare agendas, provide meeting materials, arrange meeting logistics, tracks action items, and prepare minutes. -Brings outstanding issues in Business Development and Operations team to the AVPs attention. -Coordinate day-to-day activities to ensure effective schedule management. Ensures AVP and CAO are briefed on agenda items and receives all required materials. Research and prepare all necessary briefing documents for the AVPs office; anticipates the needs of the AVP and CAO. -Independently screen and prioritize all meeting requests. Highlight, investigate and summarize key information for review. Respond to all meeting inquiries in a timely, personable, accurate, and efficient manner. Skillfully refers internal and external inquiries, comments and/or complaints to the appropriate area. -Create and maintain a comprehensive timeline/management system for program initiatives, incorporating action items for institutional preparation, volunteers, and professional staff. Generate reports for distribution to University and volunteer leadership, usually requiring compilation and analysis of data.
Relationship Management 10%:
-The Executive Assistant interfaces with key volunteer leadership, key campaign leadership, and high-level advisory committees. Build trust-based relationships with key campus leadership including: UW Administrators, Advancement leadership, Deans and other campus offices. -Communicate with a broad variety of constituents: Regents, UW Administrators, Advancement staff, Deans and Directors, donors, entrepreneurs, investors, and other university partners with diplomacy and confidentiality. Disseminate information to the Vice President, deans, chairs, Advancement colleagues, entrepreneurs, investors, donors and key volunteers.
Office Coordination 5%:
-Coordinate office coverage and team collaboration with the business development and operations/HR team in CoMotion. Work closely with the Administrative Assistant to the Vice President for Innovation Strategy on coordination of joint meetings. -Establish work priorities and coordinate them to meet deadlines to ensure an efficient workflow throughout the department.
Advancement Project Management 25%:
-Manage and maintain CoMotion gift prospect data portfolio for the CAO. This includes but is not limited to, keeping coding up-to date; auditing reports; customizing reports for review; tracking activity for the CAO; assisting in setting up strategy sessions when multiple units have interest; updating and maintaining contact reports; monitoring donor activity, ratings and new leads for changes in the data.
-Manage special projects as requested by the AVP and CAO.
-Other duties as assigned.
Core -Effective communications: Able to express oneself clearly and empathetically in interactions with others in all forms of communication, i.e., verbal and written, one-on-one and group, etc. -Interpersonal Awareness: Builds and maintains positive relationships and actively contributes as a member of working teams to achieve results. -Professional Credibility: Takes responsibility for meeting goals, objectives, obligations, and solving problems while representing the mission, vision and values of the organization. -Critical Thinking: Able to obtain, analyze and evaluate information effectively in the face of ambiguity. Makes appropriate decisions based on relevant information and experience. -Ethics and Trust: Models and upholds the values of candor, openness, inclusiveness and honesty despite internal and external pressures; acts consistently with Washington State ethical guidelines and organizational core values and beliefs. -Valuing Diversity & Inclusiveness: Respects, values and contributes to the UWs commitment to inclusiveness and diversity.
Functional -Expertise Dealing with Ambiguity: Ability to effectively manage and navigate change quickly and appropriately while being able to act without has the total picture. Comfortable in handling risk and uncertainty. -Organizational Acumen: Able to size up a situation, balance reason and the interest of others, and act in a decisive, timely and appropriate manner that is congruent with the organization's values, goals and mission to achieve success. -Managing Conflict: Recognizes and addresses conflicts and disagreements in a safe and respectful environment, manages conflicts collaboratively, and builds consensus with the best interests of the organization in mind. -Planning & Implementing: Ability to develop strategies, measures for success and feasible timelines for successful project implementation and execution.
Bachelor's degree in social sciences, health sciences, public health, health administration, public administration business, or similar and three or more years of progressively responsible experience in an administrative office environment providing administrative support to executive leadership. Equivalent combination of education and experience from which comparable knowledge and skills have been acquired may substitute for degree. Demonstrated strong computer skills, including proficiency with Microsoft Word, Excel, and PowerPoint for correspondence, special reports, spreadsheets, databases, forms, etc.
Excellent organizational and project management skills.
Ability to work independently and complete projects in a fast-paced deadline-driven environment in a professional manner.
Experience in managing multiple projects/tasks and keeping pace with rapidly changing priorities and deadlines.
Ability to problem-solve, take initiative, set priorities and exercise good judgment.
Ability to work collaboratively within a team setting.
Excellent written and oral communication skills; interpersonal skills; customer service ethic; trustworthiness with confidential information; ability to communicate effectively with diverse internal and external constituencies by phone, correspondence, and e-mail; willingness to take initiative.
Experience in data management.
Attention to accuracy, detail and thoroughness in completing assigned duties and responsibilities.
Ability to maintain confidentiality and to handle confidential and sensitive information in an appropriate manner.
Strong interpersonal skills and customer service.
Demonstrated professionalism with the ability to express oneself clearly and empathetically in interactions with others in all forms of communications, i.e., verbal and written, one-on-one and group, etc.
Ability to communicate in a direct and professional manner that engages dialog in a manner that resolves differences.
Demonstrated ability to build and maintain positive relationships; puts the team/organizational goals above individual goals and actively contributes as a member of working teams.
Proven ability to work collegially and effectively with development colleagues, school administrators, and external constituencies.
Ability to work independently, problem solve, take initiative, set priorities and handle multiple projects efficiently and effectively.
Takes responsibility and initiative to set and meet the goals, objectives and obligations while representing the mission, visions and values of the organization
Demonstrated creativity, organizational ability, and strong attention to detail.
Ability to make decisions in ambiguous situations, exercise good judgment based on information and analysis in a fast pace, dynamic, deadline drive environment in an organized and professional manner.
Demonstrated ability to maintain confidences and protect confidential information; acts in a selfless manner and models ethical values of the UW.
Values the UW's commitment to inclusiveness. Demonstrates respect and commitment to diversity.
Knowledge of alumni relations/development/advancement principles.
Knowledge of UW Advancement policies and procedures, including use of the development database software ADVANCE.
Condition of Employment:
Must have the ability to work a flexible schedule in order to provide evening and weekend programming and meeting management when necessary.
Ability to work in an open-air/shared environment. Cubicle/Open workspace environment which may result in additional or higher levels of noise and visual distractions.
Must have regular and reliable transportation for local travel and willing to travel when necessary. Frequent local travel expected.
Ability to lift/move 20 pounds regularly and up to 40 pounds occasionally for event setup and tear down.
During Events (from setup to tear down) or on Event days: -Ability to stand 4 or more hours continuously. -Ability to walk 4 or more hours continuously. -Ability Standing: duration of 4+ hours for events -Ability to work greater than a 10 hour day
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.
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 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.
Founded in 1861, the University of Washington is one of the oldest public institutions in the west coast and one of the preeminent research universities in the world. The University of Washington is a multi-campus university comprised of three different campuses: Seattle, Tacoma, and Bothell. The Seattle campus is made up of sixteen schools and colleges that serve students ranging from an undergra...duate level to a doctoral level. The university is home to world-class libraries, arts, music, drama, and sports, as well as the highest quality medical care in Washington State and a world-class academic medical center. The teaching and research of the University’s many professional schools provide undergraduate and graduate students the education necessary toward achieving an excellence that will serve the state, the region, and the nation. As part of a large and diverse community, the University of Washington serves more students than any other institution in the Northwest.