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The College of Built Environments has an outstanding opportunity for a part time 75%FTE Assistant to the Associate Deans. The Assistant to the Associate Deans (AAD) provides executive assistance and support to the CBE Associate Deans – the Associate Dean for Academic Affairs and the Associate Dean for Research – functioning in a fast paced, dynamic, deadline driven environment and drawing heavily on project and personnel management skills, problem solving abilities, initiative, priority setting, juggling multiple projects, and exercising good judgement.
The AAD advises the Associate Deans on current and emerging College and campus-wide issues that require their attention; proactively determining what is needed by the Associate Dean for meetings and events and prepare and coordinate briefing materials for their use, working with other staff members as appropriate; provide the Associate Deans with background on political nuances or situations they will encounter; serve as a critical liaison between the Dean, Associate Deans, Assistant Deans, College units, Dean’s Office staff, and individuals on and off campus; and is a central resource for information about the Associate Deans’ priorities and strategic initiatives, as well as academics, research, programs, and opportunities within the College of Built Environments. A successful candidate will protect and project the integrity of the Office of the Dean in all routine and special assignments, duties, and responsibilities.
This position is a critical component to the success of the Associate Deans, keeping their finger on the pulse of the college and University. The AAD is expected to be an essential member of the CBE senior leadership team, anticipating and providing high level analysis and advice to the Associate Deans on any and all issues, seek out and identify opportunities for the Associate Deans to advance their strategic goals, and advise on potential pitfalls. The AAD must be attuned to the big picture as well as subtle nuances that can advance the Associate Deans and the College.
Duties & Responsibilities:
Management •Act as confidential liaison between the Associate Dean and the full range of internal and external constituents with whom they relate: staff, faculty, students, assistant deans, department chairs, vice presidents and vice provosts, community groups, research groups, etc. •Develop and implement communication strategies to support the Associate Deans. Exercise a high degree of judgment in communicating with all parties. Be alert to situation that require early intervention and attention and determine appropriate response, using independent judgement and discretion, bringing in and collaborating with other decision makers and authorities as needed. Represent the Associate Deans and speak for them at all levels throughout the university, scientific community, and the public. •Serve as confidante and advisor to the Associate Deans, independently analyzing and handling issues and projects and resolving, delegating to assistant deans, directors and chairs, and/or advising the Associate Deans on appropriate action; track and follow up on projects and issues to ensure resolution and completion; provide status reports as requested by the Dean and Associate Deans. •Research, analyze and prepare materials for committees, programs, and projects, and for use by the Dean and/or Associate Deans in resolving complex or sensitive problems. •Act as primary contact for promotion and tenure policies and procedures for faculty and staff in coordination with the Associate Dean for Academic Affairs. •Support the immediate and long-term requirements, responsibilities, and goals of the Associate Deans for Academic Affairs and Research by providing high-level project management enabling the accomplishment of strategic planning goals and tasks. Advise the Associate Deans on matters of importance and make recommendations for action with regard to college strategic priorities. Organize special sessions with students, staff, faculty in the College, and with external constituents. •Research special projects and gather metrics as requested by the Associate Deans. Provide administrative support to special projects including but not limited to the College strategic plan and college-wide event planning and logistics. BE Curriculum Support •Assist the Associate Dean for Academic Affairs in the management of the BE curriculum including preparing and reviewing calls for new courses, coordinating with the College Council as needed, tracking and monitoring BE course/studio budgets, reviewing and responding to the BE course support requests. Developing ideas and content for new strategic curriculum choices.
Administrative Support •Work closely with the Executive Assistant to the Dean to provide seamless leadership coordination. •Coordinate and prioritize Academic Affairs and Research-related strategic meetings involving the Associate Dean(s), the Dean, and other University administrators, and colleagues across campus. Protect confidential and sensitive information as needed. •Draft and compose, for the Associate Deans’ signature, correspondence and other written and electronic materials. •Coordinate process of maintaining and updating appropriate information for CBE for inclusion on the College’s intranet and internet websites. •Establish and maintain efficient, timely filing system for storage of both electronic and hard copy materials. •Provide administrative assistance as needed to the Associate Dean(s) including filing of reimbursement requests or coordination of travel arrangements as needed.
Requirements: •Bachelor’s Degree in administration, built environments, or related field. •Two years of experience in administrative support or related field. •Highly organized with a professional yet accessible demeanor to represent the Associate Deans independently with tact and discretion. •Highly developed interpersonal skills and a professional demeanor in person, on the phone, and in written communications. •Proven ability to handle sensitive situations and highly confidential information with tact and discretion, diplomacy. •Ability to interact well with persons of diverse backgrounds at all levels of the University and the community to communicate complex policies to others. Ability to create and maintain professional relationships both within the unit, the University, and external partners. •Demonstrated skills in writing, proofreading, and communications. •Proven accuracy and attention to detail as well as the ability to work efficiently and meet tight deadlines, and to work with minimal supervision. •Ability to work independently, manage priorities, handle multiple projects, problem solve, and exercise good judgement in a dynamic environment. Ability to anticipate leadership needs and proactively provide necessary support. •Demonstrated proficiency with Microsoft Office applications and Google apps, and ability to adapt to a constantly changing technological environment. •Occasional nights and weekends required.
Equivalent education/experience will substitute for all minimum qualifications except where there are legal requirements such as license/certification/registration.
Desired: •Experience in assistance to an executive head within the University of Washington system. •Knowledge of higher education academic and research structures, processes, and protocols. •Strong project and time management skills. •Ability to organize and integrate material from diverse sources. •Demonstrated ability to be highly service oriented with a strong customer service ethic.
The nature of this position may require evening or weekend hours, hours outside of the typical M-F 8-5, for completion and/or attendance at special events.
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.
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.