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EXECUTIVE ASSISTANT TO THE DEAN

University of Washington

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. All of which has allowed the UW to be nationally recognized as a “Great College to Work For” for six consecutive years.

The University of Washington School of Nursing (UWSoN) has an outstanding opportunity for a full-time Executive Assistant to the Dean (EA). This position reports to the Manager of Strategic Initiatives and will also receive direction on assignments directly from the Executive Dean of the University of Washington School of Nursing (UW SoN).

The Executive Assistant to the Dean (EA) provides executive assistance and administrative support to the Executive Dean and the SoN Manager of Strategic Initiatives.

The EA proactively determines what will be needed by the Executive Dean for meetings and events and prepares and coordinates briefing materials for use by the Dean. He or she advises the Dean on current and emerging UW SoN and campus-wide issues.

Act as confidential liaison between the Dean and the full range of internal and external stakeholders, as needed.

Exercise a high degree of judgment in communicating with all parties.

Be alert to situations that require early intervention and attention and determine appropriate response, using independent judgment and discretion, bringing in and collaborating with other decision makers as needed.

Serve as the primary support for the Dean’s administrative obligations, including managing required records, providing reports, and responding to department faculty personnel actions, inquiries, and requests.

Manage the Dean’s email, reviewing all email and routing and/or delegating as appropriate, ensuring Dean and Manager of Strategic Initiatives are aware of all matters requiring attention.

Manage and support the Dean’s Office, including calendaring and event support for the Executive Dean, assistance for the Manager of Strategic Initiatives, calendaring and support for sponsored all-school meetings and events, and calendaring and support for Executive Team meetings and events.

Coordinate communications for the Dean, utilizing sound judgment; drafts and edits documents.

Independently screen and prioritize all correspondence and telephone calls, routing or composing responses as appropriate, making independent judgments and using discretion to determine appropriate response.

Ensure the Dean is fully briefed on agenda items and has received all required supporting materials.

Schedule meetings, coordinate setting of agendas and research and preparation of materials, and ensure follow-up on action items.

Plan and execute travel arrangements for the Dean.

Manage the maintenance of the Dean’s subject files, which serve as the office files of formal record.

Coordinate and manage the schedule and priorities of the Acting Dean in the absence of the Dean.

Assist the Dean with publication and editorial review management, including tracking the publishing process and serving as liaison between the publisher, communications staff, and the Dean.

Flexibility to accommodate urgent schedule changes or requests that may require periodic evening and weekend calendar checks, as well as remote support during Dean’s travel.

Ensure compliance with University rules and regulations while meeting priorities of the Dean.

Within the UW School of Nursing, a Diversity Committee, comprised of faculty, staff, and students, was started in 2002 and is charged with promoting an environment of respect, dignity, teamwork, and mutual understanding throughout the school, with the goal to create a safe, inclusive, and supportive community climate. In 2016, the UW School of Nursing established within the Dean's Office, the Office of Diversity, Equity & Inclusion (DEI) that is responsible for administratively executing a strategic action plan to examine, imbue, and revise structures, operations, and practices to advance DEI. The school provides DEI training and education opportunities throughout the year, along with open townhalls to engage all personnel populations. We continue to advance awareness and education and encourage those to apply for this position who share the same approach to DEI.

As a UW employee, you will enjoy generous benefits and work/life programs. For detailed information on Benefits for this position, click here.

REQUIREMENTS:

Bachelor’s degree and minimum three years of administrative support experience with a senior executive in higher education or other field. Equivalent education/experience will substitute for all minimum qualifications except where there are legal requirements, such as license/certification/registration.

Additional Requirements:

Highly organized with a professional, yet accessible, demeanor to represent the Dean independently with tact and discretion.

Proven accuracy and attention to detail, as well proactive anticipation of executive needs and ability to work independently, efficiently, and effectively to meet tight deadlines.

Proven ability to handle sensitive situations and highly confidential information with tact, discretion, and diplomacy.

Ability to manage priorities, handle and initiate multiple projects, problem solve, and exercise good judgment in a dynamic environment.

Demonstrated skills in writing, proofreading, and verbal communications.

Experience supporting remote employees.

Outstanding interpersonal skills and a professional demeanor in person, on the phone, and in written communications.

Ability to interact well with persons of diverse backgrounds and at all levels of the University and the community and to interpret and communicate complex policies to others.

Demonstrated commitment to achieving and supporting diversity in the workforce.

Demonstrated proficiency with Microsoft Office applications (Outlook, Excel, Word, Power Point, Share Point), Zoom and other teleconferencing technologies, and Adobe reader.

Demonstrated comfort in learning and using technology and technological applications to assist in project management, event management, cloud sharing, and more.

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

DESIRED:

Master's degree in public administration, management or a related field.

Knowledge of higher education academic and advancement/fundraising structures, processes, and protocols.

5 + years’ experience executive administrative assistant position.

Strong project and time management skills.

Ability to organize and integrate material from diverse sources.

Knowledge of higher education academic and fundraising structures, processes and protocols.

Knowledge of UW Academic Human Resources policies and procedures.

Knowledge of UW and School of Nursing policies and procedures.

Demonstrated effectiveness managing in a culture of change and transition.

CONDITIONS OF EMPLOYMENT:

A set weekly schedule has been designated for this position and will be agreed upon at hire. At times of high productivity, early morning, evening AND/OR weekends may be necessary to accomplish position and SoN responsibilities.

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 Workforce 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.

Internal Number: 183629

About University of Washington

Founded in 1861, the University of Washington is one of the oldest public institutions in the west coast and one of the preeminent research universities in the world. The University of Washington is a multi-campus university comprised of three different campuses: Seattle, Tacoma, and Bothell. The Seattle campus is made up of sixteen schools and colleges that serve students ranging from an undergraduate level to a doctoral level. The university is home to world-class libraries, arts, music, drama, and sports, as well as the highest quality medical care in Washington State and a world-class academic medical center. The teaching and research of the University’s many professional schools provide undergraduate and graduate students the education necessary toward achieving an excellence that will serve the state, the region, and the nation. As part of a large and diverse community, the University of Washington serves more students than any other institution in the Northwest.

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EXECUTIVE ASSISTANT TO THE DEAN

University of Washington

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