Salary and benefits are competitive. Salary is commensurate with qualifications and experience.
M-F, 9 AM to 5 PM
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.
Priority given to applications received by July 4, 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 enjoys outstanding benefits and professional growth opportunities, but also an environment noted for diversity, community involvement, intellectual excitement, artistic pursuits, and natural beauty.
Our Department of Chemical Engineering has an outstanding opportunity for an ASSISTANT TO THE CHAIR.
This position provides high-level administrative and organizational support to the Chair of the Department and to the Department Administrator. The Assistant to the Chair (ATC) is expected to exercise independent judgment during performance of duties and handle materials of a sensitive or confidential nature. This position requires frequent and substantive interactions both within and outside of the University community. The ATC must be able to develop a thorough knowledge of University and College policies and procedures and an understanding of Department administrative and business activities.
The Assistant to the Chair serves as the primary contact for academic human resources, and manages all aspects of faculty searches, academic appointments, promotion and tenure, and visiting faculty appointments. The ATC mentors and supervises the Program Coordinator. The ATC also serves as the Communications Manager: reviews and updates the content of the department website, publishes the department newsletters, manages social media, and leads the communications strategies under the direction of the Department Chair.
Academic Human Resources
Administer all academic human resources (AHR), both tenure and non-tenure track faculty appointments.
Interpret University and College policies and procedures for faculty.
Coordinate the Promotion and Tenure process for the Department of Chemical Engineering. Collect required documents from various constituents and assemble promotion and tenure dossiers. Must possess strong understanding of both Department and College of Engineering (CoE) promotion and tenure policies and processes to converge multiple deliverables. Exercise confidentiality and follow policies in corresponding with reviewers, and prepare evaluation materials for internal review.
Coordinate department faculty searches. Including independent correspondence with candidates, prepare complex interview schedules, scheduling visit itineraries, logistics and travel. Provide administrative support with position requisition and advertisement placement, administrative support to the search committee, search closing and preparation of hiring packets.
Work closely with College of Engineering (CoE) HR office to resolve issues.
Administer faculty voting and independently follow through on necessary AHR actions.
Oversee the short-term academic appointments and visa activities performed by the Program Coordinator.
Department Chair Support
Support and represent department chair in a wide variety of capacities.
Meet regularly with the chair to plan and coordinate department initiatives and activities.
Apprise the chair of priorities and deadlines, formulate recommendations, and help problem-solve.
Act as a resource to the chair and assist with strategic planning (e.g. brainstorm with the chair on the planning process, assignment of faculty taskmasters, timeline and goals).
Organize and keep track of department faculty initiatives and help faculty meet internal deadlines for reporting, communicate and provide information to alumni as chair's representative and closely coordinate donor communication with advancement.
Provide administrative support to the chair.
Independently compose correspondence and presentations for the chair.
Manage faculty meetings.
Development and Public Relations Create and manage all marketing communications for the department. Under the general direction of the department chair, lead the communications strategies and serve on the communications committee. Work with CoE Advancement to align communications initiatives with fundraising goals as appropriate. Train and serve as a resource to others (e.g. UG advisor for UG section, Grad advisor for grad section, Office Manager for MyChemE section, etc.) on communications tools, such as Content Management System.
Manage special events and market them to show the department at its best.
Independently execute key events including advisory board meetings, annual faculty retreats, and development luncheons and dinners to steward donors and alumni.
Proactively capitalize on special marketing opportunities such as video production with UWTV, in alignment with College of Engineering initiatives.
Oversee publications for the department, including newsletter, informational fliers, and fact sheets (e.g. content strategy; content writing; layout and production; soliciting, assigning, and editing contributor articles; acquiring reprint permissions; and mailing).
Consult with the chair on design, themes, and messaging.
Contract with and direct the work of vendors and review publications for quality and accuracy.
Manage advertisements for graduate program, faculty recruitment, and special events, and oversee mass mailings to alumni and friends.
Website and Social Media:
Manage the Chemical Engineering website. This includes content strategy, content writing, updates, and editorial decisions on layout and navigation.
Write news posts in a timely fashion, and write HTML coding in the Drupal environment.
Locate resources and self-educate on technical skills needed (e.g. Adobe creative suite) and actively incorporate innovative ideas and new trends.
Work with the CoE web team for aligned branding and marketing with the central university.
Manage the department social media channels (e.g. LinkedIn, Twitter, YouTube, and contribute to Instagram managed by advising) and post timely and relevant contents for ChemE students and alumni.
Communicate and interact with students, alumni, donors, CoE development officers and others.
Understand donor landscape (major gift and active donors and their priorities) to contribute to development opportunities.
Serve as the department contact for the External Advisory Board and provide recommendations to the chair and advancement on membership and rotation schedule.
Bachelor's degree and two years of complex administrative support experience involving occupational-level typing or equivalent education/experience.
Skill Requirements Include:
Ability to exercise independent judgment and handle confidential matters/materials with discretion
High proficiency in Word, Excel, Power Point, Adobe Distiller and Acrobat and web browsers, Drupal and content management tools
High proficiency or ability and desire to gain proficiency in InDesign, Photoshop, Access, and other programs as needed
Ability to adapt to and use new computer technology and software (i.e., learning and using new programs, trouble shooting problems, implementing solutions)
Strong interpersonal and communication skills.
Self-motivated, possess strong work ethic, attentive to details, have an organized work style, responsive, articulate speaking style and possess customer service attitude.
Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration.
Experience processing UW faculty appointments; Knowledge of UW Academic HR policies and procedures; Knowledge of UW ISO policies and procedures; Familiarity with UW Handbook/Faculty Code; Experience in event planning and execution; Experience in website and publishing software (Contribute, Dreamweaver, InDesign, Drupal).
CONDITIONS OF EMPLOYMENT:
Appointment to this position is contingent upon obtaining satisfactory results from a criminal background check
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.
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