Think Beyond The Label Jobs

Req #: 235991

Department: INFORMATION SCHOOL

Posting Date: 06/25/2024

Closing Info: Open Until Filled

Salary: $6,667 - $7,500 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) Although open until filled, candidates who apply by July 9 will receive priority. Review of applications will begin on July 12.

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.

The University of Washington’s Information School (iSchool) is seeking an Executive Assistant to the Dean to play a pivotal role in supporting the Dean's vision and executing key initiatives critical to the iSchool's success. Under the strategic guidance of the Dean of the Information School, this role serves as the backbone of the Dean's office, providing executive assistance and overseeing essential administrative functions to ensure seamless operations and strategic alignment within the School and greater University.

The Executive Assistant to the Dean must be an exceptionally professional individual who works well in a highly confidential environment, has outstanding initiative, and can deliver effective results working independently with general guidance. This position works with iSchool leadership, faculty, staff, students, and committees; contributes to iSchool decision-making processes; and works with UW administration and other UW central offices.

At the iSchool, we create an environment that fosters appreciation, mutual respect, and engagement among and between members of the iSchool, UW community, and beyond, with special attention to the needs of people from historically marginalized communities. We envision a university in which all students, faculty and staff participate fully and meaningfully in campus life without being subjected to discrimination, bias or microaggressions. We condemn any expressions of racism, sexism, homophobia, transphobia, ableism, or any other instance of bias and discrimination against marginalized individuals and groups.

In line with the iSchool’s vision for leadership, there is an expectation that the person in this position will contribute meaningfully by bringing new ideas and identifying opportunities for improvement whenever possible and lead by taking actions that exemplify the iSchool’s core values. This leadership may be expressed in diverse ways, reflecting the variety of styles and cultures that are represented by iSchool faculty and staff.

What You’ll Be Doing: Communication Coordination and Management: • Serve as a confidential liaison between the Dean and internal/external stakeholders, adeptly navigating global communication schedules and ensuring effective follow-up and outcomes. • Serve as liaison to the Dean to accommodate communication scheduling and arrangements, including coordinating across global time zones and ensuring follow-up and expected results. • Proactively anticipate and facilitate the Dean's needs for meetings and events, orchestrating briefing materials and coordinating logistics with precision and foresight. • Exercise a high degree of independent judgment in communicating with all parties. • Provide sage counsel to the Dean on current iSchool and campus-wide issues, leveraging deep insights and political acumen to inform decision-making and navigate complexities. • Communicate as necessary on behalf of the Dean to University administration and external audiences such as the information and library fields, business community, K-20 educational organizations, government and public-sector agencies and international partners. • Independently draft and disseminate communications on behalf of the Dean, reflecting their voice and style while ensuring clarity and impact. • Conduct thorough research and analysis to prepare materials for the Dean, empowering informed decision-making and resolution of complex challenges. • Coordinate general communications for the Dean, utilizing sound judgment; draft and edit documents, co-author various types of written documents for the Dean, such as letters and proposals, speeches, articles, and Information School policies and procedures.

Operational Administration & Event Support: • Manage the Dean's correspondence and communications, screening and prioritizing incoming messages while maintaining responsiveness and confidentiality. • Oversee the Dean's calendar and coordinate high-level meetings and events including Dean’s Office-sponsored school-wide events and meetings, demonstrating thorough attention to detail and exceptional organizational skills. This includes setting of agendas, research and preparation of materials, coordinate minutes and note-taking activities, ensure follow-up on action items, arrange any catering, make sure technical needs are properly authorized and coordinated, and provide support for meetings as required. • Ensure the Dean is fully briefed on agenda items and has received all required supporting materials for all meetings he/she is attending. • Coordinate travel arrangements for the Dean, planning itineraries and providing comprehensive support to ensure smooth and efficient travel experiences. Manage complex travel schedule, which includes both national and international itineraries. Process travel expense reimbursements and supervise/document their completion. • Ensure compliance with university regulations while prioritizing the Dean's objectives, demonstrating a commitment to institutional integrity and excellence. • Prepare the iSchool annual master calendar, in compliance with the Office of Public Records and Open Public Meetings, and in coordination with the other iSchool units as needed. • Make sure the Office of the Dean is responsive to the public, in collaboration with other iSchool and University units and leaders. • Coordinate VIP visits, high-level receptions, and other special events, and provide basic hospitality to guests as requested. • Take ownership and responsibility for Dean’s Office special projects and strategic initiatives as requested by the Dean. This includes project management. • Work closely with the Assistant and Associate Deans in dealing with special events, projects, personnel matters, and sensitive issues.

Other: • Attend iSchool and UW meetings as needed. • Participate in professional development opportunities to expand the knowledge base for the position. • Perform other duties as required to support the ongoing mission and strategic plans of the School.

Minimum Qualifications • Bachelor’s degree in communications, business, or similar field. • Five years of executive administrative support experience with a senior executive in higher education or another field. • Six months event planning and coordination.

Additional Requirements • Highly organized with a professional yet accessible demeanor to represent the Dean independently with tact and discretion. • Outstanding 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, discretion, diplomacy. • Demonstrated ability to function independently while exercising skill and informed professional judgment. • Demonstrated proficiency with Microsoft Office applications (Outlook, Word, Excel, PowerPoint) and Adobe applications. • Demonstrated proficiency with full Google suite of applications. • Prior experience using Slack, Teams or other equivalent applications. • Excellent time-management and prioritization skills, with the ability to effectively manage multiple and competing demands, looking at the big picture, and planning far into the future. • Skilled in working with, and communicating with, persons for whom English is a second language. • Demonstrated skills in writing, proofreading, and verbal communications. Including the ability to edit documents for clarity that have been drafted by collaborators who are non-native English speakers. • Demonstrated success in working with persons of diverse backgrounds. • Ability to interact well with persons at all levels of the University and the community and to interpret and communicate complex policies to others. • 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 manage priorities, handle multiple projects, problem solve and exercise good judgment in a dynamic environment. • Prior experience with project management, with minimal supervision. • Proven ability to excel in situations when dealing with a great deal of uncertainty.

Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration. Desired Qualifications • Knowledge of higher education academic processes and protocols. • Knowledge of University of Washington policies and procedures. • One to three years’ experience in supervision of an administrative position. • Ability to organize and integrate material from diverse sources.

What’s in it For You • Full benefits, including medical and dental insurance, and retirement plan. • Paid vacation and sick leave, as well as 11 paid holidays a year and one personal day. • Fully-subsidized transit pass. • Work for an exciting, cutting-edge research school within the University of Washington. • In-person or hybrid work arrangement.

Conditions of Employment • A satisfactory outcome of reference checks of previous and/or current employment. • A satisfactory criminal conviction history background check.

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 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.