Job Information
University of Washington SENIOR ADMINISTRATIVE SPECIALIST in Seattle, Washington
Req #: 234801
Department: UW ADVANCEMENT: ALUMNI & STAKEHOLDER ENGAGEMENT
Job Location Detail: In Office Monday through Thursday; Option to work remotely on Friday
Posting Date: 07/01/2024
Closing Info: Closes On 07/08/2024
Salary: $6,667 - $7,084 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.
For over 160 years, the University of Washington has been a hub for learning, innovation, problem solving and community building. Supporting this legacy and important public mission—with the goal of making the UW the world’s greatest public university, as measured by positive impact—guides everything we do in University Advancement (https://www.washington.edu/advancement/) . Bringing together development; alumni and stakeholder engagement; marketing and communications; and advancement operations, we advance the UW’s impact by developing meaningful connections that foster pride, advocacy and philanthropic support.
This starts with creating a culture of belonging ( https://www.washington.edu/advancement/ua-dei-visions-values-and-actions/) within our organization that values the diverse experiences and expertise of our team members, allowing everyone to thrive and to contribute their unique talents as we strive to achieve our shared goals.
Alumni & Stakeholder Engagement has an exciting opening for a Senior Administrative Specialist. This is a full-time, permanent position.
The Senior Administrative Specialist provides executive-level support to the Office of the Vice President for Alumni and Stakeholder Engagement (VP) and the Executive Suite of the UW Alumni Association (UWAA), an independent, non-profit organization.
This position will report to the Senior Director for Administration and Board Relations and will carry out a broad range of duties and responsibilities including, but not limited to, communications; special project coordination; scheduling complex and multi-party meetings; travel planning; facilitating financial transactions and reimbursements; and managing other administrative functions.
The Senior Administrative Specialist must have the ability to work in a fast-paced environment with many complexities and ambiguity. This role manages relationships with internal and external stakeholders, including other campus leadership, administrators, faculty, staff, alumni, donors and other campus partners. The Senior Administrative Specialist is expected to provide staffing and support for ASE/UWAA events and programs, some of which occur outside of the standard work schedule.
What You Will Do: Executive Administrative Support (40%)
• Strategically manage the Vice President for Alumni & Stakeholder Engagement’s complex and issue-sensitive calendar. Use independent judgment and discretion to factor in travel time and secure meeting locations, including room reservations . Partner with the Senior Director to assess and resolve calendar conflicts. • Manage the executive briefing process for the VP; request briefings with staff for relevant events and engagements and ensure briefing materials are provided to the VP in a timely and comprehensive manner. • Enter contact reports into Advancement database on behalf of the VP in a timely manner. • Manage expense reimbursements and procurement card reconciliation for the VP and Senior Director.
Board of Trustees Support (25%)
• Provide administrative and scheduling support for the UWAA Board of Trustees. • Serve as an administrator for the UWAA’s online board portal, BoardEffect, including developing user guides, training trustees and team members, completing data entry, ensuring data integrity and establishing best practices for data stewardship. • Support the planning and logistics for quarterly board and committee meetings, including room reservations, catering, parking and other details.
Event and Meeting Support (20%)
• Coordinate meeting logistics, including venue, catering, presenters and A/V; and ensure technology is set up and functional for meetings, as needed. • Support arrangements for ASE all-staff meetings and gatherings, including monthly all-staff meetings; quarterly professional development sessions; retreats; and other meetings, as identified. • Staff ASE/UWAA meetings and events, as requested; create and distribute agendas; take notes and minutes; ensure follow-up on identified action items and next steps.
Travel Coordination (10%)
• Assist with travel planning and coordination, including making flight and hotel reservations for executive leadership, UWAA trustees and other constituents, as requested.
Other duties as assigned (5%) MINIMUM REQUIREMENTS
Bachelor's degree AND a minimum of four years of administrative experience working with senior-level staff, boards and committees.
Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration. What You Bring:
• Exceptional public relations skills, listening skills, organizational abilities and the ability to address pressing needs. • Demonstrated creativity, organizational ability and strong attention to detail. • Ability to work independently, solve complex problems, take initiative, set priorities and handle multiple projects efficiently and effectively. • Proficiency in Microsoft Office for generating correspondence, special reports, spreadsheets and forms. • A valid Washington State driver's license to operate a company vehicle. • Ability to lift 20 pounds regularly and up to 40 pounds occasionally for event setup and tear down.
What You Can Expect:
• Monday through Thursday, in office; opportunity to work remote on Fridays, based on business needs. • This position requires a flexible schedule as the workload and times may vary, including early mornings, evenings or weekends. • Cubicle/open workspace environment may result in higher noise levels and visual distractions. • Local travel when necessary.
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.
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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.