University of Washington Administrative Specialist, Office of the President (Project/Temporary) in Seattle, Washington
Req #: 201618
Department: Executive Office of the President & Provost
Appointing Department Web Address: https://www.washington.edu/provost/
Posting Date: 01/14/2022
Closing Info: Open Until Filled
Salary: Salary is Competitive. Salary is Commensurate Upon Qualifications and Experience.
Shift: First Shift
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. 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. Executive Office of the President & Provost has an outstanding opportunity open for a Temporary Administrative Specialist. Under the supervision of the Chief of Staff of the Executive Office of the President & Provost, the Administrative Specialist provides high-level administrative and professional support to the Executive Office of the President and Provost, in the areas of communications and correspondence; procurement and front-end office operations; and special projects. Additionally, the Administrative Specialist is a member of the Executive Office administrative team and is expected to work closely and collaboratively with members of the Executive Office 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. 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 Executive Office Operations: • Serve as first point of contact for all who visit the Executive Office. Maintain a high level of professionalism and customer service in managing inquiries to the office and coordinating responses as needed. • Manage multi-line phone system; exercise independent judgement in screening, triaging, and escalating calls as appropriate and responding to inquiries and troubleshooting concerns. • Manage front office business operations -- maintaining and ordering supplies and equipment; submitting and tracking IT, surplus, and facilities work requests; and similar project and procurement management. • Independently monitor, screen and triage incoming electronic mail for the Office of the President general email inbox. Respond to emails when appropriate. • 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. • Proactively maintain and update Executive office’s directory listings (printed and web-based), as well as rosters for the President’s Cabinet and other discussion groups. • Manage special projects and initiatives as assigned. Initiate frequent and open communication within the team on issues, project statuses, process improvements, etc. • Initiate frequent and open communication within the office on issues, project statuses, process improvements, etc. Exercise good judgement and professional discretion in dealing with sensitive issues and/or senior leadership. Executive Office Administrative Support: • Manage the production and distribution of correspondence and other documents for signature of the President and the Provost. • Provide administrative support to the Chief of Staff, requiring a clear understanding of all programs, projects, initiatives, and priorities operating under the Chief of Staff's purview; utilize independent judgement in prioritizing tasks and assignments to meet immediate and long-term action items; proactively and independently manage an active calendar of appointments; manage travel plans and itineraries; coordinate meeting logistics and handle all technology set up; research and organize meeting materials on an as-requested basis. • Manage day-to-day records retention for presidential documents; scan, organize, and file documents in accordance with internal Executive Office file structure and in compliance with UW records retention policy. • On an as-requested basis, support the President’s administrative staff in logistics and planning for Presidential activities, often pivoting from current duties as needed. Support for the President's activities take precedence over all other day-to-day duties. • 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; conduct research as needed for meeting briefings and other special events. REQUIRED QUALIFICATIONS • Bachelor's degree, preferably in business, communications, hospitality, or other related field. • At least two years of administrative support experience, especially at a senior or executive leadership level. • Experience in composing, editing written correspondence and complex documents including but not limited to: merging and sorting, integrating text with graphics, spreadsheets and data base files, upload/downloading, etc. • Full proficiency in Windows and Microsoft Office. • Excellent organizational, time management, and interpersonal skills, including strong attention to detail. Must be able to manage competing priorities in a fast-paced, high profile environment. • Excellent communication skills, both written and verbal. • Working knowledge of communications technology tools and other resources (AV equipment, Skype, Zoom, Google Drive, Sharepoint). • Ability to remain composed during crisis and provide excellent customer service under all circumstances. • 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. DESIRED QUALIFICATIONS • Familiarity with the University of Washington and/or higher education administration WORKING ENVIRONMENTAL CONDITIONS Work in an open office environment. 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, 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.
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.