ADMINISTRATIVE SPECIALIST Details

ADMINISTRATIVE SPECIALIST

University of Washington - Seattle, WA

Employment Type : Full-Time

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.

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.

As a member of the Dean’s Office Shared Finance, Administration, and Research team, the Administrative Specialist will manage the day-to-day administrative functions of the Dean’s office and provide direct executive-level administrative and fiscal support to the Assistant Dean of Finance and Administration (AD). Reporting to the AD, this position provides primary executive administrative and operational support to the AD, uses independent judgment and decision-making skills in the management of the activities of the AD, and in meeting the College’s priorities. This position must maintain confidentiality on all issues and sensitive communications and use utmost discretion while coordinating the AD’s work. The Administrative Specialist must be self-motivated; able to exercise independent judgment, decision-making, and confidentiality, all with limited supervision as the AD is often at meetings.

In the College of Education, there is an expectation that all faculty and staff will step up where they see an opportunity to apply their special expertise or talents, speak up when they identify opportunities or concerns, and lead by taking actions that exemplify the College of Education core values. Leadership within the College of Education is expressed in diverse ways reflecting the variety of styles and cultures that our faculty and staff represent.

The College of Education has an outstanding opportunity for an Administrative Specialist to join their team.

This position requires the following for all responsibilities: a high level of tact, discretion, and diplomacy and the ability to maintain a high level of confidentiality. It is essential and critical to keep track of a multitude of issues, topics, and people and respond to/triage all communications/inquiries appropriately. High-level project and time management skills are essential to this role.

RESPONSIBILITIES

Executive Support

Provide direct confidential executive support to the AD; screen, direct, and prioritize emails, maintaining confidentiality and professionalism.

Manage and provide direct administrative support for the day-to-day affairs of the AD, (e.g., confidential calendaring and independently drafting and proofing emails, managing records, and deadlines, producing and reviewing documents, following up on action items); work with and support the AD team during the AD absence.

Handle routine inquiries for the AD and independently respond to matters not requiring the AD’s attention.

Keep the AD and the finance directors aware of crucial deadlines and provide follow-up on and adherence to deadlines (e.g., budget planning).

Synthesize data and information from multiple sources - electronic, written, and verbal formats and provide final administrative/communication response on behalf of AD.

Provide continuous administrative workflow improvements related to the AD’s activities.

Provide administrative support to recruitments as needed.

Fiscal Operations

Support ConnectEd on monthly billing and invoices of programs.

Manage and reconcile assigned ProCard, weekly with supporting documentation.

Prepare and process travel and other reimbursements, ensuring compliance with UW and the College rules and regulations.

In collaboration with the fiscal team, reconcile AD budgets, including pursuing and resolving issues.

Assist in fiscal and HR processing as needed.

Perform minute-taking responsibilities for Dean’s Finance and Administration-related meetings (e.g., finance team meetings).

Data Reporting and Support

Utilize and maintain existing databases for program functioning and administrative tracking.

Assist AD in Planning and Analysis to set up and enter data into Axiom for budget planning, grants, and commitments.

Assist scholarship team to set up and enter data in Community Force; facilitate seamless processing of student scholarship, update database and support team.

Serve as the point of contact for database support, such as tracking all changes, reporting, timelines, and deadlines and providing updates to the team.

Coordinate communications at all stages of applicant correspondence, including final decisions.

Keep information and materials current in SharePoint, make recommendations, and implement changes as appropriate.

Special Projects and Other Duties

Serve as the College’s designated Records Retentions Coordinator and comply with UW and the College’s file management protocols and schedules.

At the direction of the AD, collect and assemble materials responsive to public records requests.

Manage and monitor UW Privacy office reports and communicate with stakeholders to ensure compliance.

Oversee and routinely update AD team web pages (e.g., finance, staff, and faculty directory); including but not limited to: editing/creating webpages in SharePoint and uploading and organizing documents for Dean’s Shared Environment; work with IT to foster improvements.

Provide general reception support for the office as needed.

Ad hoc project responsibilities as communicated by AD.

Keep information current, make recommendations and implement changes as appropriate.

Other duties as assigned

MINIMUM REQUIREMENTS

Bachelor’s Degree to include a minimum of three years of experience in increasingly responsible administrative roles, managing projects, and supporting team members in a fast-paced office environment with shifting priorities.

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

ADDITIONAL REQUIREMENTS

Experience managing complex calendars for senior-level executives and teams.

Demonstrated expertise in managing and reconciling budgets, travel, and other expenses.

Ability to handle sensitive situations and highly confidential information with tact and discretion

Highly developed interpersonal skills, including excellent written and oral communication skills

Ability to perform successfully in a challenging, high-volume setting where deadlines and priorities constantly change.

Ability to work independently with a high degree of reliability, accuracy, and productivity.
Intermediate proficiency with Microsoft Office MS Office Suite (Word, Excel, PowerPoint, OneNote, Outlook), MS Teams, SharePoint, and Zoom teleconferencing.

Excellent organizational skills and ability to manage multiple tasks/projects.

Strong customer service skills.

Experience performing software functions, including mail merges, producing reports, and charts.

Ability to manage, edit, and maintain web and social media platforms.

Ability to work professionally with diverse populations.

DESIRED QUALIFICATIONS

Ability to quickly learn and work within multiple complex software systems.

Experience with university or college scholarship processes.

Previous experience as an assistant to a senior leader.

Experience working with Microsoft Photoshop, Publisher, and Adobe Acrobat.

Ability to research topics/issues quickly and efficiently given under limited guidance and direction.

Working knowledge of UW policies and procedures

Working knowledge of the Open Public Meetings Act; and Washington state ethics policies and rules

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.

Applicants considered for this position will be required to disclose if they are the subject of any substantiated findings or current investigations related to sexual misconduct at their current employment and past employment. Disclosure is required under Washington state law.

Committed to attracting and retaining a diverse staff, the University of Washington will honor your experiences, perspectives and unique identity. Together, our community strives to create and maintain working and learning environments that are inclusive, equitable and welcoming.

The University of Washington is a leader in environmental stewardship & sustainability, and committed to becoming climate neutral.

The University of Washington is an affirmative action and equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, gender expression, national origin, age, protected veteran or disabled status, or genetic information.

To request disability accommodation in the application process, contact the Disability Services Office at 206-543-6450 or dso@uw.edu.

COVID-19 VACCINATION REQUIREMENT

Governor Inslee's Proclamation 21-14.2 requires employees of higher education and healthcare institutions to be fully vaccinated against COVID-19 unless a medical or religious exemption is approved. Being fully vaccinated means that an individual is at least two weeks past their final dose of an authorized COVID-19 vaccine regimen. As a condition of employment, newly hired employees will be required to provide proof of their COVID-19 vaccination. View the Final candidate guide to COVID-19 vaccination requirement webpage for information about the medical or religious exemption process for final candidates.