As a UW employee, you have a unique opportunity to change lives on our campuses, in our state and around the world. UW employees offer their boundless energy, creative problem solving skills and dedication to build stronger minds and a healthier world.
UW faculty and staff also enjoy outstanding benefits, professional growth opportunities and unique resources in an environment noted for diversity, intellectual excitement, artistic pursuits and natural beauty. All of which has allowed the UW to be nationally recognized as a “Great College to Work For” for six consecutive years.
We have an outstanding opportunity for an Administrative Specialist.
Reporting to the Senior Director for Finance, HR, and Administration, the Administrative Specialist provides high-level administrative and professional support to the Executive Office of the President and Provost, in a highly visible position, in the areas of business support for the Executive Office Shared Services team and front-end business operations and logistics management. As a member of the Executive Office Shared Services team, the Administrative Specialist is expected to work closely and collaboratively with members of the Executive Office of the President & Provost to ensure seamless support and smooth operations of the Executive Office.
A high level of professional discretion is crucial to this position and its interactions with senior UW leadership, members of the wider university community, and the general public. The Administrative Specialist is often the first point-of-contact for guests and visitors to the Executive Office. In addition, the position supports the diverse financial and administrative needs of the many units within the Executive Office organization, which include:
- The Executive Office (Office of the President & Provost), including Board of Regents, Office of the Ombud, and University Policy & Rules - Vice Provost Organizational Units: Academic & Student Affairs, Academic Personnel, Planning and Budgeting - Faculty Advancement, Faculty Senate/UCommittees, Compliance & Risk Services, Internal Audit, UWINCO.
The successful candidate must be capable of managing multiple and competing priorities with frequently tight deadlines skillfully, reliably, accurately, and confidentially while demonstrating discretion and independent judgement in all areas of operation. Input and demand come from multiple directions, people, organizations, and activities. Managing this breadth and complexity requires a good working relationship with colleagues, excellent communication and organizational skills, an ability to deal with the unexpected, an acceptance of a certain level of stress, an ability to maintain an optimistic outlook, a capacity for innovation, and a willingness to embrace change and process improvement.
The Executive Office of the President & Provost interacts with the diverse units of the university as well as outside constituents and partners from local, national, and international institutions and communities. This highly visible office strives to provide exceptional and professional service to all who request assistance from the University of Washington. The Administrative Specialist, as a representative of Executive Office, correspondingly encompasses this high level of service.
Duties & Responsibilities
Business Support for Executive Office Shared Services Team
As a member of the Shared Services team, support the procedures and activities of the organization, in all areas of business and operations:
• Serve as primary procurement contact and Procard holder for the core Executive Office; directly pay, track, and receive goods and services, equipment and software upgrades/replacements, remodel and renovation orders, and other as-needed purchases; provide guidance and consultation to Executive Office staff members regarding proper procurement policies and procedures. • Complete high volume of monthly reconciliation of Procard/CTA transactions and MyFD budget expenses. • On an as-needed basis, submit Ariba procurement requests (Catalog and non-Catalog orders, non-PO invoices). • Maintain budget/fiscal files in accordance with university and departmental records retention policy. • Provide scheduling support to Senior Director; coordinate meeting logistics for the Shared Services team and handle all technology set up; research and organize meeting materials on an as-requested basis. • Manage coordination for Executive Office staff recruitments, including assembling application materials, scheduling search committee meetings and interviews, and handling direct communication with applicants in the course of the interview process. • Coordinate operational logistics for staff onboarding and offboarding, including office moves, IT and equipment setup, supply orders, and systems access management • Coordinate with Records Analyst to ensure Executive Office documents are organized and maintained to meet the requirements of records retention and archival purposes. • Manage the Executive Office Shared Services website and associated webforms; develop content, make edits, and conduct regular reviews to ensure accuracy of information and ease of use. • Manage special projects and initiatives as assigned. Initiate frequent and open communication within the team on issues, project statuses, process improvements, etc.
Executive Office Front-End Business Operations
• Serve as first point of contact for all who visit the Executive Office. Maintain a high level of professionalism and friendly customer service in managing inquiries and coordinating responses as needed. • Manage multi-line phone system; exercise independent judgement in screening, triaging, and escalating calls as appropriate, responding to inquiries and mitigating or troubleshooting concerns. • Manage and maintain office reception area; refresh and order supplies as needed. • Submit and track IT and surplus requests and similar project and procurement management. • Serve as building coordinator for Gerberding Hall, managing building access, coordinating key requests, serving as liaison with UW Facilities, and managing building-wide communications related to facilities work. Submit facilities work requests on behalf of the core Executive Office. • Manage and maintain the President's Conference Rooms, including set-up of conference calls, arranging for audio-visual equipment, and resetting room layouts after each meeting. • Serve as point-person/liaison for meeting and conference technology needs within the office. Keep current on new technology and tools; proactively research and make recommendations for process or technological improvements. • On an as-requested basis, support the President’s administrative staff in logistics and planning for Presidential events and activities, often pivoting from current duties as needed. Support for the President's activities take precedence over all other day-to-day duties.
Bachelor's degree, preferably in business, communications, hospitality, or other related field.
Two years of professional experience
Excellent organizational, time management and interpersonal skills, including strong attention to detail.
Demonstrated ability to be flexible and nimble in balancing the needs of the office and its staff, including competing priorities and input/demands from multiple individuals, organizations, and activities.
Ability to thrive in a fast-paced, highly visible, and high profile public environment.
Excellent communication skills, both written and verbal.
Strong guest service skills
Strong analytical and problem solving skills
Proficient in Microsoft Office Suite, especially Word and Excel.
Demonstrated ability to project a composed and professional demeanor and provide excellent customer service under all circumstances, including in times of crises or high-stress situations. Ability to employ exemplary relationship management skills, including active listening, de-escalation techniques, and high level of emotional intelligence.
Demonstrated ability dealing with sensitive information and maintaining confidentiality.
Must exhibit an appreciation of, a sensitivity to, and respect for a diverse academic and professional environment, inclusive of students, faculty, and staff of many social, economic, cultural, ideological, racial, and ethnic backgrounds.
Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration.
Experience in hospitality or other customer service-oriented environment
Familiarity with WordPress
Familiarity with database management
Familiarity with the University of Washington and/or higher education administration.
Familiarity with HR processes
Creative, outside-the-box thinker
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 may include Work Authorization, 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 undergraduate 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.