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Facilities Asset Management has an outstanding opportunity for an Assistant to the Director(s) of Capital Planning & Portfolio Management (CPPM) and Campus Architecture & Planning.
The Assistant to the Director provides direct executive administrative support to the Directors of Campus Architecture and Planning (CAP) and Capital Planning and Portfolio Management (CPPM). The role regularly exercises independent judgment and discretion related to departmental operations and policies, and represents the goals and interests of both CPPM and CAP within UW Facilities and to the broader UW Community.
This role provides seamless executive administrative support to the directors including, calendar, event, and information and communication flow management within both the CAP and CPPM executive offices. Additionally, the role independently manages special projects and assignments which enable department leaders and their teams to focus on overarching department strategies and performance objectives. The assistant to the director has a clear overall understanding of all programs and projects operating under both the CAP and CPPM directors, and provides essential support and detail management to ensure directors and teams are focused and efficient. This position plays a key role in department process and information flow and helps the team ensure continual process and internal policy improvement is achieved. The assistant has an understanding of program, information and financial management practices within the department and at the University, as well as broader understanding of the University’s mission, and supports the Directors to ensure alignment to best practices, policies and mission
Research and Special Projects (40%)
•Research, analysis and project management of special projects and ad hoc assignments, as assigned by the Directors. •Prepare and maintain scoring materials for the annual Provost Funded Programmatic Renewal Program. •Support the annual submission of the Capital Budget; assists in collecting data, coordinating stakeholder meetings, reviewing and editing documents and materials, and coordinating communication efforts and final submission. •Space Advisory Committee meeting coordination, including agenda, meeting material preparation, and minutes.
Executive Support (30%)
•Serve as principal communication liaison to the Directors of CPPM and CAP while exercising a high degree of discretion and independent judgement in communicating to all parties. •Maintain a clear understanding of all programs and projects operating under the Directors purview. Ensure efficient flow of requests, information and materials. •Manage executive calendars and proactively provide efficient planning, scheduling and coordination of meetings and special events, including team events, stakeholder engagements, large community forums and committee and commission meetings. Make room reservations and prepare and distribute agendas and meeting materials. Make independent decisions to reschedule, postpone or relocate meetings as needed. Attend meetings as directed and write minutes that accurately, clearly, and concisely reflect the discussions, and documents negotiated agreements between the parties. •Develop and manage, on behalf of Directors, correspondence, complex spreadsheets, reports, presentations, meeting materials, homepages and other publications. Ensure data integration and compliance for project file organization, new technologies, and necessary training events. Develop and review outgoing documents for signature, format, accuracy, compliance with procedural instructions and inclusion of background material. •Prepare executive presentations using various platforms that represent architectural content, including collection of materials, development of graphics, and supporting information. •Provide back-up executive level support to the Associate Vice President (AVP), the Executive Assistant to the AVP, and other Asset Management Departments as needed.
Office Administration (10%)
•Manage and support department policy and process development efforts, and maintain information accuracy and integrity. •Track, review, reconcile and report on department budgets. Ensure appropriate financial stewardship of operational expenditures. •Oversee travel arrangements, and submittal of reimbursements for the Directors and their staff by working with the Asset Management Central Admin support for entry into UW eTravel/Ariba systems. •Serve as office manager working with Central Admin, ensuring that office supplies, equipment, printing, and maintenance services are maintained and prepare purchase requisitions for set-up.
Campus Art Program Management (10%)
•Program management including annual inventory, maintenance program, and new acquisitions. •Coordinate and support day of meetings for the UW Public Arts Commission, respond to inquiries about campus wide display loans, and manage maintenance budget and coordinating records.
Department HR Support (5%)
While partnering with the Directors, AVP Executive Assistant and UWF HR, this position will:
•Manage Time and Absence for the teams, including leave requests and calendar updates. •Facilitate the hiring and onboarding process for new team members. Including recruitment process management and execution. •Coordination and processing of HR related team needs and inquires, working closely with Asset Management HR leads and CAP and CPPM leaders. •Coordinate annual staff reviews for execution by each Director. •Provide supervisory support of staff and/or temporary/student employees as needed.
Performs other duties as assigned (5%).
Our teams have adopted a set of core competencies that are central to the fulfillment of our mission: assessment and analysis, problem solving, flexibility, teamwork and collaboration, managing oneself, communication, organizational awareness, and personal character. For this position, key examples of core competency behaviors include:
•Creating and maintaining productive working relationships with customers and CSM team members •Exhibiting attention to detail and thoroughness in completing tasks and deliverables •Managing and prioritizing workload independently •Expressing ideas clearly and concisely in verbal and written form •Working under pressure to meet internal and external deadlines •Identifying, managing and resolving issues •Delivering a high level of customer service •Exercising discretion in handling sensitive information •Handling several problems or tasks at once in an effective and professional manner
•Bachelor’s degree AND at least 3 years’ of increasingly responsible administrative work •Proficiency with Microsoft Office applications, including Outlook, Word, Excel and PowerPoint, and Adobe applications. •Excellent interpersonal skills and the ability to work collaboratively with a variety of people. •Excellent organizational skills and demonstrated ability to handle multiple projects. •Demonstrated ability to work under pressure and to meet deadlines. •Demonstrated ability to be adaptable and flexible in a changing environment. •Excellent communication skills, both verbal and written. Proof reading and editing skills. •Ability to generate and deliver meeting minutes for the team as needed. •Detail oriented with a high degree of accuracy. •Ability to work occasional evenings and weekends as needed. •Demonstrated good judgment and ability to work independently
Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration.
•Experience working in a higher education/campus environment •Experience in managing the communications and calendars for senior managers and executives •Experience analyzing data and creating complex spreadsheet reports •Experience using Adobe Suite
Conditions of Employment:
•Regular and predictable attendance is required. •Must be able to work in a non-smoking environment.
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.
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