ASSISTANT TO THE VICE CHANCELLOR

Location
Washington, United States
Salary
Salary Not Specified
Posted
Mar 25, 2021
Employment Type
Full Time
ASSISTANT TO THE VICE CHANCELLOR

Req #: 188595 Department: UW BOTHELL: ADVANCEMENT & EXTERNAL RELATIONS Job Location: UW Bothell Posting Date: 03/25/2021 Closing Info: Open Until Filled Salary: Salary and benefits are competitive. Salary is commensurate with qualifications and experience. Shift: First Shift Notes: Although open until filled, priority application date is April 8, 2021.

As a UW employee, you will enjoy generous benefits and work/life programs. For detailed information on Benefits for this position, click here. Located in the heart of the Puget Sound region, the University of Washington Bothell is one of the most dynamic public universities in the state of Washington. The campus is committed to increasing access to an excellent UW education and preparing students to be leaders throughout Washington and beyond.

UW Bothell provides students a participatory, cross-disciplinary experience grounded in hands-on learning, community-based research, close relationships with faculty as teachers and mentors, and the personalized support of staff who are dedicated to student success.

The campus offers more than 55 undergraduate and graduate degrees. Current enrollment is approximately 6,000 students. More than 90 percent of undergraduates are from Washington State, more than 40% are first-generation college attendees, and more than half are students of color.

The University values hiring faculty and staff who have demonstrated experience and ability to work successfully with diverse student populations and who can contribute to a campus culture that promotes equity among colleagues.

Diversity and inclusion are core values at UW Bothell. Our work begins with the acceptance and celebration of the differences that are represented through the many diverse and minoritized communities on our campus and in the surrounding community. We recognize that we are bound together in a collective experience and that our actions impact all in our community. When we focus on the lives of the most marginalized groups among us, we also create conditions of equity, justice and academic excellence for everyone.

The three priorities of the University’s current Strategic Plan - Increasing Access, Achieving Excellence are to: strengthen diversity and equity, enhance community and campus engagement, and advance cross-disciplinary teaching and scholarship.

In addition to having award winning faculty and staff, UW Bothell has been recognized for innovations in academic programming and support services designed to help students graduate on time and debt-free. It has also earned both recognition and awards for its work in the area of environmental sustainability.

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 Assistant to the Vice Chancellor provides daily executive-level support to the Vice Chancellor (VC) for Advancement & External Relations including independently managing his workflow, scheduling meetings, drafting correspondence, and confidential file management. It is the primary point of contact for the office of Advancement & External Relations and is responsible for ensuring compliance with university policies and procedures.

RESPONSIBILITIES:
Executive Assistance and Administration:
• Advise the VC on high-level matters of importance to the office of Advancement & External Relations and UW Bothell, and make recommendations for action.
• Develop department policies and processes as required by the VC and senior leadership, recommending adjustments/revisions as appropriate; communicate policies to internal and external constituents as needed.
• Serve as a resource to Advancement leadership regarding personnel policies and procedures, staff development and issues, and other organizational needs.
• Maintain a clear understanding of all programs and projects operating under the VC's purview in order to proactively provide efficient administrative support and respond to requests.
• Exercise a high degree of discretion and independent judgment in communicating to all parties. Ensure efficient flow of requests, information, and materials.
• Independently prepare agendas and materials for staff and senior leadership meetings on VC’s behalf using in depth knowledge of current issues and team needs.
• Draft correspondence for campus distribution on behalf of VC and managing correspondence workflow.
• Work with internal Marketing and Communications team to design, manage, and publish content to Advancement & External Relations website. Meet with the UW Bothell Communications Council and Web Publishing Committee on a regular basis to discuss web updates, content, and communications.
• Independently manage the VC’s schedule including travel itineraries and materials needed for meetings and events. Screens calls to the VC and the VC’s email, and respond to questions or resolve issues based on knowledge from the VC’s views and policies.
• Oversee and manage the VC and Assistant VC's complex and issue-sensitive schedule by making independent decisions to reschedule, postpone, or relocate meetings. Actively manage the day schedule associated with day-to-day operations. Ensure VC is fully briefed on agenda items.
• Review outgoing documents for signature, format, accuracy, compliance with procedural instructions and inclusion of background material.
• Oversee travel arrangements, preparation and processing of expense reports for reimbursement.
• Manage annual employee performance review process and any other required HR processes for VC’s direct reports, ensuring compliance with HR policy.
• Guide administrative staff in maintenance of all department files, current and archival documents, to include confidential files, in accordance with departmental policies and the University of Washington records management system.

Project Management and special projects:
• Conduct special project work with responsibility for developing procedures, necessary steps, formulating plans for accomplishing these tasks, managing workflow, and then executing these plans often with minimal direct supervision. In collaboration with the Vice Chancellor provides assessment, clarification, research, and implementation of procedures and processes necessary for the management of the department.
• Manage project activities (e.g., surveys, focus groups, team meetings, public presentations).
• Work with the internal events team to initiate and arrange special conferences, meetings, and events on behalf of the VC.
• Carry out special assignments requested by the VC.

Advisory Board Executive Staff Support:
The Advisory Board for the University of Washington Bothell provides guidance to the campus on issues surrounding higher education, assists in building relationships with business and civic leaders and advocates for university resources. Members of the Advisory Board represent crucial donor and volunteer relationships for the Vice Chancellor and Chancellor.
• Serve as primary liaison with board members, building a positive and responsive relationship and support relationship building, meeting organization.
• Develop and implement the annual calendar of meetings and schedule ad hoc meetings for the Advisory Board.
• Develop program and agendas in collaboration with senior executive leadership.
• In collaboration with marketing and communications, VC and AVC for Advancement develop talking points to the Chancellor’s office.

Supervise, recruit, train, and evaluate staff and students:
• Oversee administrative staff and student employees to develop and oversee timelines and systems to facilitate completion of work, support to Advancement leadership and success of administrative staff.
• Provide high-level, confidential administrative support in recruitment processes including executive-level recruitments for the university as needed.
• Supervise classified staff position.
• Recruit, train, and supervise two student assistants per academic year and hourly staff if needed. Assign and review work.
• Establish and modify working hours as needed.
• Review and approve timesheets.

Other Duties:
• Perform other related duties as assigned.

MINIMUM REQUIREMENTS:
• Bachelor’s Degree in communication, or related area, and at least three years of progressively responsible experience in executive support. Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration.
• Demonstrated organizational proficiency and excellent interpersonal skills; must be able to work successfully in a team environment as well as independently.
• Strong communication skills and ability to communicate and work appropriately with internal and external constituencies, including students, faculty, staff, the community, donors, and prospects.
• Demonstrated self-starter and able to manage competing priorities and communicate effectively.
• Demonstrated ability to maintain confidentiality and resolve highly sensitive issues.
• Ability to prioritize work based on knowledge of office needs.
• Ability to work in an organized and professional manner under multiple deadlines and stressful situations; uphold the professional protocol set by the office and handle sensitive information in an appropriate manner.
• Ability to problem-solve, be detail-oriented, take initiative, anticipate needs, set priorities, manage multiple projects, and exercise independent judgment.
• Advanced experience with personal computer, Microsoft Office Suite (Microsoft Word, Excel, Outlook, and PowerPoint), complex calendar management, and the Internet.
• Demonstrated project management skills.
• Demonstrated expert writing skills.

Equivalent education and/or experience may substitute for minimum requirements.

Desired:
• Experience in a higher education environment.

Conditions of employment:
• Regular business hours or as agreed with the supervisor.
• Available to work occasional weeknights and weekends.

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 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 .

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