Job Information
University of Washington ADMINISTRATIVE SPECIALIST in Seattle, Washington
Req #: 243078
Department: SCHOOL OF SOCIAL WORK
Posting Date: 02/04/2025
Closing Info: Closes On 02/12/2025
Salary: $6,000 - $7,000 per month
Limited Recruitment: Open to UW Employees only
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.
The School of Social Work has an outstanding opportunity for an Administrative Specialist to join their team. POSITION PURPOSE Reporting to the Assistant Dean for Finance and Administration, the Administrative Specialist serves as a project manager for school-wide projects, collaborating with the Assistant Dean of Finance & Administration and other dean’s office managers for refining policies, procedures and trainings. This includes maintaining financial and administrative procedures via the School’s intranet. This position is crucial in ensuring that responses are addressed in a timely order to SSW internal and external community stakeholders, providing continual process improvement of policies and procedures that affect administrative and financial operations as well as creating and refining them to maintain accurate and up to date process flow. The position collaborates with a range of internal and external stakeholders for special projects including SSW leadership, faculty, staff, students, and other units within the University.
POSITION COMPLEXITIES This position manages critical time-sensitive work for the School of Social Work as well as the critical and highly confidential management of communications for the Office of the Dean and SSW leadership. The Administrative Specialist performs independent work in a dynamic environment, and will have complex interactions at times with SSW leadership, faculty, staff and students due to ever changing procedures brought about by enterprise systems changes. This position requires the ability to understand and interpret complex internal and external issues and activities and make recommendations for continuous process and procedure improvement. This position uses independent judgment while seeking input from others when necessary to formulate intelligent and creative solutions that meet the needs of SSW leadership and uses advanced problem-solving skills to develop innovative solutions to administrative supports and needs. This position must be able to work effectively with many different individuals with varied interests.
POSITION DIMENSIONS AND IMPACT TO THE UNIVERSITY The Administrative Specialist plays a critical role in and is essential to the success of the School of Social Work. A successful Administrative Specialist will enhance the reputation of the Office of the Dean with timely responses and an eye to creating efficiency in current policy, process and procedure implementation. The role must be able to execute initiatives, programs and priorities and successfully represent the School of Social Work and University of Washington.
DUTIES AND RESPONSIBILITIES The Administrative Specialist for the Finance and Administration unit performs project management, process improvement, and communications activities, promoting the development and implementation of procedures to ensure effective operations, communications, and overall efficiency for administration, systems and operations. This position sustains the management of activities, functions, and policies that are critical to developing and maintaining a professional presence for the School of Social Work community of faculty, staff, and students. The Administrative Specialist is essential to maintaining the timely communications and business flow among units within the Office of the Dean as well as ensuring continuity of business flow to external constituents.
The Administrative Specialist may serve as project manager for school-wide projects on behalf of the Assistant Dean. The role champions the creation and maintenance of appropriate mechanisms for management and oversight of functions overseen by the Office of the Dean, managing communication, coordinating meetings, and leading special initiatives. This position is essential to the efficient, effective, and responsive operations of the Office of the Dean. The Administrative Specialist also supports the Assistant Dean of Finance and Administration with document management, communications, meeting coordination and other activities that support long-term operational needs.
The Administrative Specialist must be an exceptionally professional individual who works well in a highly confidential environment, has outstanding initiative, and can deliver effective results working independently with general guidance. This position works with the School of Social Work senior leadership, faculty, staff and committees on continuous process improvements on policies and procedures as the administrative and operational landscape of both the UW School of Social Work and University of Washington changes; contributes to the SSW decision making processes; and works with administration and other UW central offices.
Project management, process improvement, communications, operations
Manage scheduled, planned, and ad hoc projects the Finance & Administration unit.
Support, coordinate or manage SSW projects and special initiatives.
Research, analysis and compile information for leadership to support decision-making. and policy development and improvement.
Support policy and procedure development, implementation and process improvement, including recommendations for the development and revision of existing policies, review, and update policies and documents.
Develop and administer processes for gathering and communicating information needed by School of Social Work employees related to SSW initiatives, programs, and activities.
Maintain SharePoint site information both in terms of content and design for the AD including the Office of the Dean.
Monitor activities and communication and assist with prioritizing time sensitive issues and responding to all requests in a timely manner.
Communicates with all responsive parties within the school to ensure compliance and timely response to requests.
Facilitate effective communication and information exchange across the Dean’s office, School of Social Work, and University partners.
Assist with managing key SSW intranet sites for key content as needed and appropriate.
Review, edit and manage general school-wide communications needs for SSW teams as needed.
Liaises, receives and responds to all communications and requests from the Office of Public Records.
Fields questions from responsive parties and central offices.
Coordinate with central offices regarding responses and follow-up.
Manages and tracks all Public Records requests and subpoenas that involve the School of Social Work.
Maintains tracking spreadsheet with status of all public records requests.
Provide exceptional customer service to all as a representative of the SSW Dean’s Office.Administration
Manage calendars, coordinate meeting schedules and a range of related activities.
Schedule meetings between SSW leadership and various constituents, such as unit leaders, campus partners, etc.
Provide support and coordination for meetings as needed.
Plan meetings, draft agendas, compile and organize relevant background materials, take notes, correspond with attendees, develop reports, and ensure technical needs are properly authorized and coordinated.
Develop and monitor task lists and deadlines.
Communicate assignments and follow-up on to-do items assigned to their direct reports.
Create, update and maintain reports, spreadsheets and documents as needed.Other
Attend SSW and University meetings, events and activities as needed.
Participate in professional development opportunities to expand knowledge base for the position.
Perform other related duties as required.Lead Responsibilities:
May supervise and manage temporary staff and student employees as needed for project work. MINIMUM REQUIREMENTS
Bachelor’s degree in Communications, English or a related field and
Two years of experience working in a University administrative setting and increasingly responsible administrative roles and experience. Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration. ADDITIONAL REQUIREMENTS
Project-management experience including strong research and writing skills.
Must be skilled in creating and using MS Excel spreadsheets, using SharePoint, and other information systems for administrative management.
Must also be experienced with using MS Word, and MS PowerPoint. Demonstrated knowledge or ability to learn quickly the major UW systems including EDW, Workday, systems.
Ability to accurately analyze complex information and communicate clearly to faculty and staff.
Experience working with senior administrators and professionals.
Must communicate well both orally and in writing and be able to understand both the details and the bigger picture.
Must demonstrate strong interpersonal skills and leadership, work independently and creatively, be a self-starter, team player, and a positive member of the School.
Must have a management style that emphasizes teamwork, communication, collegiality, flexibility, trust, patience, and accountability.
Ability to work effectively with staff, faculty, students, other units on campus and the general public.
Must be excited to work in a diverse, dynamic, challenging environment and be invigorated by innovation.
Working knowledge of higher education in general and, specifically, of the University of Washington’s organization, key departments across campus and their administrators.
Working knowledge of higher education in general and, specifically, of the University of Washington’s organization, key departments across campus and their administrators. 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.
University of Washington
-
- University of Washington Jobs