Job Information
University of Washington ASSISTANT TO THE EXECUTIVE DIRECTOR in Seattle, Washington
Req #: 233699
Department: HOUSING & FOOD SERVICES
Job Location Detail: Remote work - one day per week upon approval
Posting Date: 05/01/2024
Closing Info: Open Until Filled
Salary: $6,400 - $6,550 per month
Shift: First Shift
Notes: 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. (https://hr.uw.edu/benefits/wp-content/uploads/sites/3/2018/02/benefits-professional-staff-librarians-academic-staff-20230701_a11y.pdf )
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.
Housing & Food Services (HFS) provides on-campus housing to over 10,000 student residents and operates over 40 dining and café locations that serve the entire campus community. To successfully accomplish this, we employ over 1,200 students, classified and professional staff members who work throughout HFS, providing residential and dining services to the campus. As reflected in our mission statement— working together to enhance student life —teamwork and service to our students and customers are at the heart of our business.
At the University of Washington, diversity is integral to excellence. We value and honor diverse experiences and perspectives, strive to create welcoming and respectful learning environments, and promote access, opportunity, and justice for all. In Housing & Food Services, our DEI statement reads:
HFS will become an organization that prioritizes inclusive workplace communities, centered on belonging and opportunity for all staff. All HFS staff must accept responsibility to identify and interrupt biases, privilege, barriers, and power dynamics. We challenge ourselves to engage in open dialogue, active listening, and empathic learning.
Should you wish to learn more about our commitment to diversity, equity, and inclusion at UW Housing & Food Services, please reference this link Diversity, Equity, and Inclusion Statement Training (https://rise.articulate.com/share/Rvbm5rUb5hsucH1MFwIlEmC1xhyJOtye#/) .
POSITION PURPOSE
Serve as the principal assistant (Administrative Specialist (E S 7)) to the Executive Director of Housing & Food Services, providing responsive, independent and effective administrative support in a highly confidential and respectful manner. Demonstrate a high degree of personal initiative, flexibility and personal judgment in all assignments, strong communication skills, and ability to organize and prioritize tasks to ensure smooth workflow and excellence of work standards.
DUTIES AND RESPONSIBILITIES
Represent the Executive Director and serve as a liaison with senior HFS leadership, staff, University departments, professional organizations, students/family members, and outside agencies.
Respond to and resolve issues of varying complexity and ambiguity, requiring research, investigation and follow up, including the engagement of appropriate staff.
Independently manage the administrative components of special projects as required, e.g., professional staff merit raise process. Compile and maintain information that may require web or library researching, gathering, compiling and updating data and records.
Participate in committees and special project teams for the Executive Director’s Office to support office administration, morale and operational efficiency. Regularly assist in the coordination of departmental events and meetings.
Plan, prioritize and schedule meetings and appointments for the Executive Director and other senior leadership. Make decisions on a daily basis regarding calendar updates.
Maintain global and individual calendars; make room reservations; and prepare agendas, minutes and meeting materials. Synthesize and disseminate information as needed. Ensure that the Executive Director is fully briefed on matters relating to meetings.
Serve as a resource for internal inquiries regarding purchasing, personnel, facilities, administration, specialized programs, etc. Explain policies, answer questions and independently resolve problems whenever feasible.
Prepare complex reports, documents and presentations, adding appropriate graphic and design elements and editing content as needed. Perform basic statistical calculations on data for reports and presentations.
Arrange and coordinate travel arrangements for Executive Director and staff, including itinerary preparation and processing travel reimbursement. Serve as the subject matter expert for HFS travel policy and procedures and reviewer of all prior approval travel requests.
Prepare and manage budget for HFS Executive Director’s office.
Hire and supervise the HFS Administration Program Assistant and Student Assistant, ensuring they have the tools and resources to oversee the day-to-day operations of the HFS Central Office front desk.
Serve as a SharePoint administrator for the department. Maintain several SharePoint sites, document libraries, and forms, including permission structures and records management.
Receive callers by phone, email and personal visit. Work independently to evaluate and assess calls, requests and issues in anticipation of the Executive Director’s response.
Provide administrative assistance in departmental recruitment efforts.
Support purchasing requirements for Department, research items and obtain price quotes, and maintain ProCard information as required.
Perform related duties as assigned.SUPERVISION
Supervise the work completed by direct report(s), ensuring they have the depth and breadth of knowledge required to be successful in their role. Provide ongoing constructive feedback to support their success, and provide leadership that reflects departmental values, policies and procedures.
Provide guidance to direct report(s) on requirements and/or opportunities for learning and professional development.
If direct report(s) has unscheduled absence, promptly develop temporary coverage schedule for the period of absence. Cover and manage the desk until appropriate coverage can be secured.
Ensure all staff who provide coverage are appropriately informed and trained.IMPACT TO THE UNIVERSITY This position interfaces directly with faculty, staff, students, parents, organizations and visitors. In doing so, it frequently conveys the first impression of the Department and/or University.POSITION COMPLEXITIES The broad scope of the Executive Director’s Office and the Executive Director’s activities, including reports and presentations to staff, the Board of Regents, student groups, University departments and outside professional organizationsUse of critical and independent judgment in daily work, taking initiative, prioritizing matters of importance and accomplishing a broad spectrum and volume of workDemonstrated ability to adjust to rapid and unexpected changes and the ability to perform all duties in a manner that promotes a team concept reflective of the mission, vision and values of Housing & Food Services CONDITIONS OF EMPLOYMENT Regular weekday office hours, with some travel to campus meetings to support and/or carry out the Executive Director’s requirements.REPORTS TOExecutive Director MINIMUM REQUIREMENTS
A bachelor’s degree and at least three years of progressively-responsible experience that demonstrates (abilities below).
Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration. ADDITIONAL REQUIREMENTS
Ability to manage complex projects.
Ability to write and submit final copy with minimal editing.
Ability to exercise sound judgments in the resolution/disposition of complex issues.
Ability to synthesize narrative formats and graphics into reports and presentations.
Ability to adapt communications style for the intended audience.
Ability to use advanced features in Microsoft software, including Word, Excel, PowerPoint, Visio and SharePoint.
Ability to appropriately handle sensitive and/or confidential information.
Ability to prioritize competing demands. CONDITIONS OF EMPLOYMENT A satisfactory outcome from employment verification and reference check processes is required prior to hire. Application Process: The application process 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, 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 access 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.
University of Washington is an affirmative action and equal opportunity employer. All qualified applicants will receive consideration for employment without regard to, among other things, race, religion, color, national origin, sexual orientation, gender identity, sex, age, protected veteran or disabled status, or genetic information.