Assistant To The Chair
University of Washington
 Shoreline, WA

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

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 Applied Math Department hosts a vibrant community of scholars dedicated to conducting world-class interdisciplinary mathematical research with applications in the physical, biological and engineering sciences. It has 13 faculty members, 14 adjunct faculty, 21 affiliate faculty, seven emeritus faculty and seven staff members serving 200 Applied and Computational Math (ACMS) undergraduate majors, 50 doctoral students, 300 master's students as well as non-majors enrolled in courses.

The assistant to the chair provides executive administrative support for the chair of the Department of Applied Mathematics; organizes and provide broad project management and oversight of departmental events and meetings, partners with the administrator on budgets and human resources matters, manages front office operations, leads special projects with departmental impact, and manages departmental communications with internal and external partners and the public.

The ideal candidate will be someone who is highly self-motivated and flexible, and who is extremely capable of wearing many hats and taking on numerous responsibilities simultaneously. Excellent oral and written communication skills are necessary to communicate in-person and in writing to undergraduates, graduates, departmental faculty, community members, external partners, and units throughout the university.

Executive Support

Identify urgent and emerging issues; use independent judgment and discretion regarding which issues are appropriate to be brought to the Chair's attention; provide executive summaries of key issues for the Chair; compose and monitor communications and follow-up as necessary for project completion or issue resolution.

Manage communications for the Chair; draft letters and memos, and collaborate with other staff as appropriate on internal communications.

Manage the Chair's calendar; research, prepare and present necessary background materials to ensure that the Chair has been briefed prior to each meeting or event; identify shifting priorities and reorganize schedule appropriately.

Partner with the Chair on special projects, and provide direct executive-level project management support.

Serve as Chair's liaison with the College of Arts and Sciences and other University administrative offices including advancement.

Maintain confidentiality in all communications.

Building Coordination and Facilities

Serve as building coordinator.

Oversee and manage building documentation, I.e. room occupancy and square footage and building changes and projects including phone port activation, furniture moving, remodeling projects etc. Provides direction for support staff.

Submit and track facilities request, follow up as necessary to ensure requests are completed in a timely manner.

Issue and track keys, access cards and maintain CAMMS system for building.

Support and Coordinate in partnership with the Chair and Administrator office setup for new students, faculty, visitors and staff including computer setup, phone setup and office cleaning.

Event Management and Meeting Coordination

Plan and coordinate a broad range of department events, coordinating details with the other departmental staff. Determine event content, event promotional strategy, site identification, contract negotiation for services, decorations, technical support, post-event communications, and other duties as needed. Assemble and direct volunteers for events.

Coordinate and schedule monthly faculty meetings; prepare and distribute agendas and minutes; tabulate votes and disseminate results as per protocols; follow up on action items, as appropriate.

Plan and coordinate other routine meetings on behalf of the Chair, including the compilation and distribution of preparatory materials, agendas, information packets, PowerPoint presentations, and meeting minutes. Follow up on action items, as appropriate.

Oversee and manage in a project management capacity the annual Boeing Seminar Series to include complete and coordination with all process partners. Provide direction for other staff assisting in the series.

Communications

Oversee internal and external departmental communications.

Oversee and provide direction for the yearly departmental newsletter.

Oversee and provide direction for the departmental event calendar.

Oversee social media and website updates for the department.

Other Duties as Assigned

Back up for the administrator on payroll, grants management and procard reconciliation.

Special projects.

Other duties as assigned.

Work Environment:

Ability to work during assigned work hours, Monday through Friday.

MINIMUM REQUIREMENTS

Bachelor degree and 1-2 years experience in an executive level support role.

ADDITIONAL REQUIREMENTS

Relationship management experience with proven ability to provide exceptional service, build positive interactions across a variety of high-level leadership positions, and address complex and sensitive customer service and relationship issues.

Strong and verifiable computer skills including Microsoft Office 365 suite, iOS operating system, Adobe Acrobat, PowerPoint, record-keeping, virtual meeting spaces, and digital research.

High degree of proficiency in Microsoft Office suite and Google suite including excellent calendaring and email skills using Outlook; strong skills in creating and formatting PowerPoint presentations; ability to create and modify spreadsheets and to produce and edit Word documents.

Track record of successfully managing competing priorities using creativity and judgment.

The ability to anticipate needs and find creative solutions. Excellent verbal and written communication skills.

Proven ability to handle confidential with a high level of tact, discretion, and diplomacy. Familiarity with campus-wide offices, administrative contacts, campus structures, policies and resources.

Experience planning, coordinating and implementing meetings and events, including handling all logistical tasks.

Ability to occasionally attend local out-of-office meetings.

DESIRED

Experience working with donors and an understanding of the UW advancement systems and offices.

Direct experience with the management of complex executive work in a major research-oriented university.

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 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.

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.