Req #: 240807

Department: ACADEMIC & STUDENT AFFAIRS

Appointing Department Web Address: https://asa.washington.edu/

Job Location Detail: Hybrid eligible

Posting Date: 11/13/2024

Closing Info: Closes On 11/27/2024

Salary: $5,897 - $6,361 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.

This position serves as the executive assistant to the Vice Provost for Academic & Student Affairs, directly managing and coordinating the communications, scheduling, and daily responsibilities of the Vice Provost. This position also provides special projects and operational support for the following units within the Academic & Student Affairs (ASA) organization:

• Academic Technologies • Center for Teaching & Learning • Project Management Office • Strategic Initiatives

The successful candidate must be able to receive information and requests from a wide range of clients and users of Academic Student Affairs and manage the flow of competing needs for services and to support the appropriate service units within ASA.

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 Assistant to the Vice Provost must employ strong problem-solving skills and be capable of managing multiple and competing priorities with frequently tight deadlines skillfully, reliably, accurately, confidentially, and with minimal supervision, while demonstrating discretion and independent judgement in all areas of operation.

Academic & Student Affairs provides oversight, fosters collaboration, pilots new ideas, and unifies strategic efforts in and beyond ASA to ensure broad and universal alignment with UW values. ASA highlights and amplifies strategic efforts within ASA and the broader ASA alliance (Graduate School, Office of Minority Affairs and Diversity, Student Life, Undergraduate Academic Affairs, ASA and ASA Advancement) consistent with UW values to create a leading edge student experience. ASA supports faculty in instruction and student access, learning and success and pilots and launches new, strategic efforts and to support unit-led efforts. In supporting the Vice Provost, the Administrative Specialist embodies and furthers the mission of ASA.

DUTIES AND RESPONSIBILITIES Executive Administrative Support to the Vice Provost for Academic and Student Affairs – 50%

• Provide executive-level administrative support to the Vice Provost while maintaining a high level of professionalism, customer service and responsiveness in dealings with all ASA clients. This involves direct contact with the deans, chancellors, vice provosts, heads and administrators of major administrative/academic departments, faculty, staff, students and the general public. • Manage communications for the Vice Provost, including: screening and triaging correspondence (mail, email, phone) to the Vice Provost and applying independent judgement in directly responding to questions/requests or escalating to the Vice Provost or other ASA team members as appropriate; draft, proof, and finalize letters and other formal correspondence for the Vice Provost’s signature. • Directly coordinate the day-to-day activities to ensure effective schedule management; initiate and arrange special conferences, meetings, events, and travel. Ensure the Vice Provost is fully briefed on agenda items and has received all required materials. Research and prepare all necessary briefing documents for the VP and anticipate the VP’s needs.

Special Projects and Committees – 30%

• Support the development and execution of ASA project activities—this includes identifying, coordinating and facilitating resources and support for projects and other assignments across the entire ASA organization. • Drive effective and frequent communication and collaboration among various ASA; proactively and independently follow up on priorities and issues; acting under delegated authority of the VP, define and execute common goals and processes for optimal efficiency. • Proactively provide regular status reports to the Vice Provost on projects and issues, highlighting key priorities, identifying possible challenges, and making recommendations or presenting solutions. • High level organizational and administrative support for various committees on which the Vice Provost serves and/or chairs (Back to School Task Force, Enrollment Management Strategy committee, among others). These duties include documenting decision-making, tracking next steps, developing and disseminating materials, and directly coordinating meeting logistics. • Directly support the VP and other institutional leadership with UW institutional accreditation process, including comprehensive planning and management of site visits. This requires expert coordination of scheduling and travel logistics, direct management of venue and event details, including the public forums. • Implement internal management systems and/or tools for tracking various initiatives, projects, and other special assignments across the ASA organization.

Operational Support to Academic & Student Affairs – 20%

• Provide support to the ASA team for public records requests, audits, and other requests, including efforts to gather and preserve documents and evidence, prepare reports, and other related administrative activities. • Coordinate and collaborate with Executive Office and ASA colleagues to design and develop unit records management system in accordance with state and UW records retention policies.Special Projects and Committees • Support the development and execution of ASA project activities—this includes identifying, coordinating and facilitating resources and support for projects and other assignments across the entire ASA organization. • Drive effective and frequent communication and collaboration among various ASA; proactively and independently follow up on priorities and issues; acting under delegated authority of the VP, define and execute common goals and processes for optimal efficiency. • Proactively provide regular status reports to the Vice Provost on projects and issues, highlighting key priorities, identifying possible challenges, and making recommendations or presenting solutions. • High level organizational and administrative support for various committees on which the Vice Provost serves and/or chairs (Back to School Task Force, Enrollment Management Strategy committee, among others). These duties include documenting decision-making, tracking next steps, developing and disseminating materials, and directly coordinating meeting logistics. • Directly support the VP and other institutional leadership with UW institutional accreditation process, including comprehensive planning and management of site visits. This requires expert coordination of scheduling and travel logistics, direct management of venue and event details, including the public forums.

MINIMUM REQUIREMENTS

• Bachelor’s degree, preferably in communications, liberal arts, or a closely related field. • Minimum three years’ successful professional experience in an administrative support position.

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

• Highly developed interpersonal skills, including excellent written and verbal communication skills. • Strong organizational skills and detail-oriented. • Strong analytical and problem-solving skills. Ability to research topics/issues quickly and efficiently given limited guidance and direction. • Ability to work independently with a high degree of reliability, accuracy, and productivity. • Ability to work, coordinate, and communicate with different audiences. • Advanced skills with Microsoft Office Suite (Word, Excel, PowerPoint, Access).

DESIRED QUALIFICATIONS

University of Washington experience; experience supporting an executive in a leadership position.

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 log into your “My Jobs” page. If you choose 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.