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Administrative Assistant to the President

Posted on January 5, 2024
SEIU 925
University of Washington
Full-time
4935
 - $ 
6500
 per month
Seattle, WA
Health insurance, Paid time off, Paid holidays, Dental insurance, Vision insurance, Retirement benefits, Life and disability insurance
Applications accepted until position filled
Req #: 229024
Department: EXECUTIVE OFFICE OF THE PRESIDENT & PROVOST
Job Location: Seattle Campus
Posting Date: 11/30/2023
Closing Info: Open Until Filled
Salary: $4,935 – $6,500 per month
Other Compensation:
Shift: First Shift
Benefits: 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.

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.

Executive Office of the President & Provost has an outstanding opportunity for an Administrative Assistant to the President.

Reporting to the Chief Strategy Officer, with day-to-day supervision delegated to the Executive Assistant to the President, the Administrative Assistant provides high-level administrative and professional support to the Executive Office in the areas of communications and correspondence; calendaring and scheduling, filing and tracking materials and records, responding to public records requests, and special projects. Additionally, the Administrative Assistant 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 required for this position and its interactions with senior UW leadership and members of the wider university community. This position must maintain a clear understanding of all programs/projects operating under the President’s purview in order to provide effective administrative support. A high degree of professionalism and independent judgement is required in communicating with all constituents.

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, 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 Assistant, as a representative of Executive Office, correspondingly encompasses this high level of service.  Attention to detail, sounds judgement and discretion, and ability to confidential information are essential.

Duties & Responsibilities

Executive-Level Administrative Support

• In coordination with the Executive Assistant, provide calendar and scheduling support for the President, including evaluating the need to reschedule, postpone, or relocate meeting based on changing priorities and emerging issues. Gather, prepare and track daily materials and briefings–assuring accuracy and completeness–to ensure the President is fully briefed on agenda items and received all necessary materials.
• Independently monitor, screen and triage incoming electronic mail for the Office of the President general email inbox. Apply sound independent judgement when responding to emails as appropriate.
• Proactively maintain and update Executive o?ce’s directory listings (printed and web-based), as well as rosters for the President’s Cabinet, committees, and other discussion or working groups.
• Manage the production, review and distribution of correspondence and other documents for signature of the President
• In partnership with the Executive Office Records Analyst, 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. Support response to public records requests, including collecting and submitting appropriate documentation.
• 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.

Special Projects

• Manage special projects and initiatives as assigned. Initiate frequent and open communication within the team on issues, project statuses, process improvements, etc.

Requirements include:

• Bachelor’s degree
• Two years of administrative support experience, especially at a senior or executive leadership level.
• Ability to work, coordinate and communicate with a wide range of university constituents
• Ability to work independently with a high degree of reliability, accuracy and productivity
• Ability to work successfully in a very challenging, high volume setting where deadlines and priorities constantly change
• Demonstrated ability dealing with sensitive information and maintaining confidentiality
• Strong interpersonal skills, with demonstrated ability to handle sensitive situations with tact and discretion
• 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 O?ce.
• Working knowledge of communications technology tools and other resources (AV equipment, Skype, Zoom, Google Drive, SharePoint)

Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration.

Desired:

• Experience working within a large, complex, and/or de-centralized organization

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 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.

About the employer: University of Washington

The UW is one of the world’s preeminent public universities. Our impact on individuals, our region and the world is profound — whether we are launching young people into a boundless future or confronting the grand challenges of our time through undaunted research and scholarship. Ranked No. 7 in the world on the U.S. News & World Report’s Best Global Universities rankings, the UW educates more than 54,000 students annually. We turn ideas into impact and transform lives and our world. For more about our impact, visit our news site, UW News.

About your union: SEIU 925

SEIU 925 unites 17,000 people in Washington who work in education from early learning through higher education, as well as members who work in local government and nonprofits. We work together to provide quality education for children and students, to ensure that education remains a state priority, and to strengthen our workforce. We provide quality public services to our communities across the state. The mission of SEIU 925 is to win political and economic power for working people to advance the well-being of our members, their families and all working people by developing leaders who are a voice for change in the workplace and solidarity in our communities.

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