ASSISTANT TO THE DIRECTOR - University of Washington

Req #: 240483 Department: UW FACILITIES: BUSINESS INNOVATION & TECHNOLOGY Job Location Detail: open to hybrid work schedule (combination in-office + remote) Posting Date: 10/25/2024 Closing Info: Closes On 11/21/2024 Salary: $5,027 - $7,000 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/wp-content/uploads/sites/3/2018/02/benefits-professional-staff-librarians-academic-staff-20230119\_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. UW Facilities manages the University's buildings, infrastructure and land, with more than 1,100 employees in a variety of fields. The Asset Management group includes Capital & Space Management, Real Estate, Sustainability and other teams responsible for planning and workload management. The Operations group includes Project Delivery, Maintenance & Construction, Campus Energy, Utilities & Operations, Building Services, Transportation Services and Safety. Supporting these groups are the Business Intelligence & Information Technology group and the Finance & Administration group. Please visit UW Facilities web page for more information: UW Facilities . We have an outstanding opportunity for an **Assistant to the Director** to provide direct executive administrative support to the Executive Director (CIO) and Management Team of UW Facilities Business, Innovation & Technology Department (BIT). The role regularly exercises independent judgment and discretion related to departmental operations and policies, represents the goals and interests of BIT within UW Facilities and to the broader UW Community. This role provides seamless executive administrative support to the Executive Director and other BIT Directors and Managers to includes calendar, event, information and communication management for BIT. Additionally, the role independently manages special projects and assignments which enable department leaders and their teams to focus on overarching department strategies and performance objectives. The assistant to the director has a clear overall understanding of all BIT programs and projects and provides essential support and detailed management to ensure directors and teams are focused and efficient. This position plays a key role in department process and information flow and helps the team ensure continual process and internal policy improvement is achieved. The assistant has an understanding of program, information, financial and human resources management practices within the department and at the University, as well as broader understanding of the University's mission, and supports the Directors to ensure alignment to best practices, policies and mission. This position is critical to enabling the department's ability to achieve key near-term and long-term goals. Position requires executive coordination and support in multiple, full-scope avenues: administration, human resources, planning, and prioritization. **Primary Duties and Responsibilities** Research and Special Projects (10%) - Research, analysis and project management of special projects and ad hoc assignments, as assigned by the Directors. - Oversee, collect and deliver all public record requests. - Support the annual submission of the BIT departmental and strategic project budgets; assists in collecting data, coordinating stakeholder meetings, reviewing and editing documents and materials, and coordinating communication efforts and final submission. - Scheduling, agenda coordination, meeting material preparation, and minutes documentation for BIT Steering Committee meetings with stakeholders throughout UW (including Bothel, Tacoma). - Scheduling, agenda coordination, meeting material preparation, and minutes documentation for meetings with external Vendors / Suppliers. - Develop or edit presentations, division wide communications, or correspondence on behalf of the BIT Leadership Team. - Develop and edit ad-hoc reports regarding department performance or operations, which includes research and collaboration with peer institutions or consolidation of stakeholder or staff feedback. Executive Support (30%) - Serve as principal communication liaison to the Directors and BIT Leadership team exercising a high degree of discretion and independent judgement in communications. - Maintain confidentiality pertaining to budget and financial information when working on behalf of the Executive Director and/or management staff. - Represent the CIO's strategic goals, independently managing all administrative functions of the office in a professional, diplomatic, and highly confidential manner - Maintain an understanding of all BIT business units, services, policies, and projects. Ensure the efficient flow of requests, information, and materials. - Manage executive calendars and proactively provide efficient planning, scheduling and coordination of meetings and special events which including division wide monthly meetings, stakeholder engagements. Make room reservations and prepare and distribute agendas and meeting materials. - Independent decision making required for meeting management associated with rescheduling, postponing or relocating meetings as needed. Attend key meetings and provide accurate and concise reflections of discussions, questions, work products/assignments, and agreements. Prioritize and process meeting requests associated with competing and shifting priorities. - Develop and manage executive level correspondence, complex spreadsheets, division reports, key presentations, meeting materials, and other publications. Ensure data integration and compliance for project file organization, new technologies, and necessary training events. Develop and review outgoing documents for signature, format, accuracy, compliance with procedural instructions and develop/distribute necessary background materials to assist with the approval process. - Manage Monthly All Staff Meetings including scheduling, agenda preparation, preparation of presentation materials, coordination of guest speakers, AV equipment, and other related materials / items needed for staff meetings. - Provide back-up executive level support to the Associate Vice Presidents (AVP) and the Executive Assistant to the VP as needed. Business Unit Administration (40%) - Manage and support department policies and standard operations. Maintain information accuracy and integrity. - Ensure appropriate financial stewardship of operational expenditures. - Oversee travel arrangements, and submittal of reimbursements for the Director and all BIT staff associated with supporting registration, billing, and entry into UW eTravel/Ariba systems. - Manage procurement card purchases and account reconciliation, departmental vehicle scheduling, arranged parking for guests, and professional organization membership management. - Reconcile monthly financial reports with associated BIT activities, annual budgets and project budgets. Develop and maintain updated reports and KPIs relative to this information. - Manage UWF IT equipment and software purchasing processes as directed by the Executive Director or his/her designee. - Maintain updated software inventory and applicable licensing information for all major UWF/BIT software systems. - Assist in management of department computer and cell phone inventory, coordinating replacement and rotation of inventory as needed. - Coordinate with UW Facilities Communications Team on items that need to be communicated more broadly to UW Facilities or UW constituents. Department HR Support (15%) While collaborating with Partner Resources this position will; - In collaboration with Partner Resources, manage time/absence tracking for all BIT staff, including all compliance related leave requests such FMLA/Parental leave, bereavement leave, and all other leave categories and calendar updates. - Facilitate the hiring and onboarding/outboarding process for professional staff team members which includes recruitment and hiring management. - Facilitate communication and monitoring of standard departmental processes to ensure BIT team is 100% compliant with UW policies (e.g. IDP Process, Telework Agreements Submission). - Coordination and processing of HR related team needs and inquiries. - Provide supervisory support of staff and/or temporary, classified, and student employees as needed. - Support the Director's Office and the VP for Facilities with event planning efforts, including but not limited to holiday gatherings, staff retirements, and project celebrations. - Maintain confidentiality pertaining to human resources information when working on behalf of the Executive Director and/or management staff. Preforms other duties as assigned (5%) **Core Competencies** - Demonstrate personal integrity and trustworthiness. - Manage stressful situations and changing priorities effectively. - Anticipate, recognize and resolve problems. - Be responsible and accountable. - Use organizational skills and provide attention to details. - Maintain a positive, optimistic, and success-oriented attitude. - Exercise professionalism, which includes being tactful and courteous. - Exhibit a professional work ethic. - Continuously promote a safe work environment. **Requirements include:** - Bachelor's degree and a minimum of two (2) years of directly related, increasing responsible administrative work, or equivalent - Demonstrated excellent interpersonal and oral/written communication skills; ability to work successfully with people at all levels throughout the organization and with a wide range of constituencies. - Demonstrated experience using multiple administrative systems to complete work (e.g., Workday, ServiceNow). - Demonstrated experience in administrative-level tasks related to purchasing and budgeting. - Excellent organizational skills; ability to work independently and successfully coordinate multiple tasks within project priorities. - Demonstrated flexibility to meet changing needs and unpredictable deadlines. - Excellent problem-solving skills; ability to analyze complex information, and to define and solve problems. - Demonstrated ability to function effectively within a complex environment. - Demonstrated ability to interpret policies and procedures. - Excellent skills with standard productivity software including Microsoft Office Suite with a high level of proficiency in Microsoft Outlook and Microsoft PowerPoint. - Ability to travel efficiently to sites on and off campus (i.e., transporting meeting/event prep equipment, supplies, etc.) Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration. **Desired:** - Experience working in Information Technology software and hardware purchases and contracts. - Experience working in higher education and/or local government. - Experience supporting executive leader(s) in a large/complex organization. - Possession of a valid Washington State driver's license. **Conditions of Employment:** - While usual hours fall within standard business hours, work may be required during hours beyond standard business hours, including weekends. - Work is normally performed in a typical interior/office environment; however, work may include incidental outdoor or fieldwork with exposure to the elements and variable weather conditions. - Work is performed in an open office environment - successful candidates will possess the concentration and social skills necessary to work in that environment. - Ability to lift, bend, and reach consistent with routine office/administrative activities (e.g. conference room setup, supply stocking). - Must be able to work in a non-smoking environment. - Regular and predictable attendance is required. **Telework Eligibility** - This position may be eligible to work remotely on a hybrid basis, upon mutual agreement with supervisor and in accordance with University telework policies. 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.** 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.