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The Administrative Specialist provides senior-level administrative support in a confidential and professional manner, exercising independent judgment and discretion. Under the direction of Vice President for Development, this position is responsible for a broad range of duties in support of the Vice President for Development’s office including, but not limited to: project coordination, executive scheduling and briefing, executive communications, coordinating day-to day activities, and other administrative functions.
The Administrative Specialist must have the ability to work in a fast-paced environment with many complexities and ambiguity. This person is expected to model University Advancement’s values and commitment to diversity, equity and inclusion in all interactions with internal and external stakeholders, colleagues, and other members of the UW community. The Administrative Specialist interfaces with key volunteer/campaign leadership; campus leadership; UW Administrators; Advancement units, including lead Advancement Officers for schools, colleges, and campuses; Deans; capital campaign planning staff; Advancement Services staff; high level advisory committees and other campus offices.
Assisting the VP
•Serve as trusted partner for the VP, advising on matters of importance to the office, including meeting prioritization and materials drafted and making recommendations for action. •Assist in communication and information flow between the VP and key colleagues. Act as VP’s representative as needed, providing substantive information and reporting conclusions to key colleagues. Ensure key information from colleagues reaches the VP at appropriate times with appropriate levels of detail. •Follow up on key action items for the VP, ensuring momentum is maintained on key projects and commitments are upheld. Research and resolve issues with limited or ambiguous information.
•Manage the VP’s complex and issue-sensitive schedule, including evaluating the need to reschedule, postpone or relocate meetings, based on changing priorities and emerging issues. Manage all necessary logistics for meeting management. Independently screen and prioritize all meeting requests; and highlight, investigate and summarize key information for executive review. •Ensure the VP is fully briefed on agenda items and have received all required materials. Research and prepare all necessary briefing documents for the VP. Ensure all meeting materials are prepared and anticipate the needs of the VP. •Coordinate and manage travel arrangements for the VP, ensuring compliance with University rules and regulations while meeting priorities of the University and the executive office. Be available to the VP while traveling to manage any issues or change to itineraries, manage emergent details or to provide travel support.
Special Project Management
•Maintain a clear understanding of all programs/projects operating under the VP’s purview in order to provide effective administrative support. Monitor action plans, maintain ticklers and track deadlines to ensure projects and programs maintain momentum. •Independently identify areas that would benefit from process improvement and devise and lead the solution, including developing collaborations with teammates as required for success. •Manage special projects assigned by the VP.
•Independently compose, edit, and distribute correspondence on behalf of the VP. Create, edit, layout and proofread reports and presentations for the executive. •Draft presentations and communications for the Vice President, co-presented with University leadership including President and Provost. •Critically review and evaluate for accuracy and completeness material prepared for use by the VP.
•Maintain relationships with deans’ offices, office of the President and Provost, the UW Finance and Administration Office, Treasury Office, and other key stakeholders and partners across campus to ensure good working relationships and smooth operations. •Serve as Development liaison to UA’s People and Culture team, assisting to resolve headcount and personnel issues. •Exercise a high degree of judgment in communicating with all constituents, Advancement staff, deans, directors, donors and other UW audiences. Work closely with other Executive Leadership Team members and administrative staff to provide coordinated administrative support. •Respond to all inquiries in a timely, personable, accurate, and efficient manner. Skillfully refer internal and external inquiries, comments and/or complaints to the appropriate area. •Provide leadership to the University Advancement administrative professionals, participating as needed on interview panels, welcoming new hires, and providing resources to ensure success.
•Organize, maintain and retrieve information from a multi-disciplinary filing system. •This position works closely with the EA to the SVP and provides back-up administrative support to the SVP. •Manage VP’s budget, allocating funds to match institutional priorities. Collect receipts and documentation to reconcile and submit travel expenses and general purchases. •Oversee day-to-day administrative operations of the VPs office. File contact reports, manage contact lists, list servs and org charts. •Plan select development events, such as staff appreciation receptions, and support the EA to the SVP and the Foundation Board Engagement team with larger events, such as Foundation Board meetings and Shop Talk. •Using Workday HRP software, monitor and approve time off and leave requests for Chief Advancement Officers and other direct reports to the VP. •May have lead or supervisory responsibilities for temporary employees and/or student helpers.
OTHER Other duties as assigned.
Bachelor's degree and three years of experience in administrative support or related field.
Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration.
CONDITIONS OF EMPLOYMENT
•During state and UW restrictions surrounding COVID-19, this position will be required to work remotely and attend meetings virtually and on the phone. •Cubicle/Open workspace environment which may result in additional or higher levels of noise and visual distractions. •Ability to work evening and weekend hours, as necessary, on short or limited notice. •Must have regular transportation for local travel and willing to travel when necessary.
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 Workforce 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.