University of Washington
Job Description
The Administrative Specialist provides high-level administrative and professional support to the Chiefs of Staff of the Executive Office of the President and Provost in the areas of communications and correspondence; front office/customer-relations operations; procurement, and special projects. Additionally, the Administrative Specialist is a member of the Executive Office administrative team and is expected to work closely and collaboratively with members of the Executive Office to ensure seamless support and smooth operations of the Executive Office.
A high level of professional discretion is required for this position and its interactions with senior UW leadership, members of the wider university community, and the general public. The Administrative Specialist manages the front desk of the Executive Office Suite and is often the first point-of-contact for guests and visitors to the Executive Office.
The successful candidate must manage multiple and competing priorities--with frequently tight deadlines--skillfully, reliably, accurately, and confidentially while demonstrating discretion and independent judgement in all areas of operation. Input and demand come from multiple directions, people, organizations, and activities. Managing this breadth and complexity requires a good working relationship with colleagues, excellent communication and organizational skills, an ability to deal with the unexpected, an acceptance of a certain level of stress, an ability to maintain an optimistic outlook, a capacity for innovation, and a willingness to embrace change and process improvement.
The Executive Office of the President and Provost interacts with the diverse units of the university as well as outside constituents and partners from local, national, and international institutions and communities. This highly visible office strives to provide exceptional and professional service to all who request assistance from the University of Washington. The Administrative Specialist, as a representative of Executive Office, correspondingly encompasses this high level of service.
Duties & Responsibilities
Executive O?ce Operations (50%):
Serve as ?rst point of contact for all who visit the Executive Office. Maintain a high level of professionalism and customer service in managing inquiries to the office and coordinating responses as needed.
Manage multi-line phone system; exercise independent judgement in screening, triaging, and escalating calls as appropriate and responding to inquiries and troubleshooting concerns.
Manage front o?ce business operations -- maintaining and ordering supplies and equipment; submitting and tracking IT, surplus, and facilities work requests; and similar project and procurement management.
Independently monitor, screen and triage incoming electronic mail for the Office of the President general email inbox. Respond to emails when appropriate.
Manage special projects and initiatives as assigned. Initiate frequent and open communication within the team on issues, project statuses, process improvements, etc.
Manage and maintain the President's Conference Room, including set-up of conference calls, arranging for audio-visual equipment, and resetting room layouts after each meeting.
Serve as point-person/liaison for meeting and conference technology needs; conduct research as needed for meeting brie?ngs and other special events.
Initiate frequent and open communication within the o?ce on issues, project statuses, process improvements, etc. Exercise good judgement and professional discretion in dealing with sensitive issues and/or senior leadership.
Executive O?ce Administrative Support (50%)
Provide administrative support to the Chief of Staff to the President and the Chief of Staff to the Provost, requiring a clear understanding of all programs, projects, initiatives, and priorities operating under their purview; utilize independent judgement in prioritizing tasks and assignments to meet immediate and long-term action items; proactively and independently manage an active calendar of appointments; manage travel plans and itineraries; coordinate meeting logistics and handle all technology set up; research and organize meeting materials on an as-requested basis.
Required Qualifications
Bachelor's degree
Two years of administrative support experience, especially at a senior or executive leadership level.
Experience in composing, editing written correspondence and complex documents including but not limited to: merging and sorting, integrating text with graphics, spreadsheets and data base files, upload/downloading, etc.
Full proficiency in Windows and Microsoft O?ce.
Excellent organizational, time management, and interpersonal skills, including strong attention to detail. Must be able to manage competing priorities in a fast-paced, high profile environment.
Excellent communication skills, both written and verbal.
Working knowledge of communications technology tools and other resources (e.g., AV equipment, Zoom, Teams, Google Drive, Sharepoint).
Ability to remain composed during high pressure situations, and provide excellent customer service under all circumstances.
Demonstrated ability dealing with sensitive information and maintaining confidentiality.
Must exhibit an appreciation of, a sensitivity to, and respect for a diverse academic and professional environment, inclusive of students, faculty, and staff of many social, economic, cultural, ideological, racial, and ethnic backgrounds.
Desired Qualifications
Experience working within a large, complex, and/or de-centralized organization.
Compensation, Benefits and Position Details
Pay Range Minimum:
$81,600.00 annual
Pay Range Maximum:
$86,400.00 annual
Other Compensation:
Benefits:
For information about benefits for this position, visit https://www.washington.edu/jobs/benefits-for-uw-staff/
Shift:
First Shift (United States of America)
Temporary or Regular?
This is a regular position
FTE (Full-Time Equivalent):
100.00%
Union/Bargaining Unit:
Not Applicable
About the UW
Working at the University of Washington provides a unique opportunity to change lives - on our campuses, in our state and around the world.
UW employees bring their boundless energy, creative problem-solving skills and dedication to building stronger minds and a healthier world. In return, they enjoy outstanding benefits, opportunities for professional growth and the chance to work in an environment known for its diversity, intellectual excitement, artistic pursuits and natural beauty.
Our Commitment
The University of Washington is proud to be an affirmative action and equal opportunity employer (https://hr.uw.edu/eoaa/) . 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 .
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 (https://app.leg.wa.gov/RCW/default.aspx?cite=28B.112.080) .
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.
The Administrative Specialist provides high-level administrative and professional support to the Chiefs of Staff of the Executive Office of the President and Provost in the areas of communications and correspondence; front office/customer-relations operations; procurement, and special projects. Additionally, the Administrative Specialist is a member of the Executive Office administrative team and is expected to work closely and collaboratively with members of the Executive Office to ensure seamless support and smooth operations of the Executive Office.
A high level of professional discretion is required for this position and its interactions with senior UW leadership, members of the wider university community, and the general public. The Administrative Specialist manages the front desk of the Executive Office Suite and is often the first point-of-contact for guests and visitors to the Executive Office.
The successful candidate must manage multiple and competing priorities--with frequently tight deadlines--skillfully, reliably, accurately, and confidentially while demonstrating discretion and independent judgement in all areas of operation. Input and demand come from multiple directions, people, organizations, and activities. Managing this breadth and complexity requires a good working relationship with colleagues, excellent communication and organizational skills, an ability to deal with the unexpected, an acceptance of a certain level of stress, an ability to maintain an optimistic outlook, a capacity for innovation, and a willingness to embrace change and process improvement.
The Executive Office of the President and Provost interacts with the diverse units of the university as well as outside constituents and partners from local, national, and international institutions and communities. This highly visible office strives to provide exceptional and professional service to all who request assistance from the University of Washington. The Administrative Specialist, as a representative of Executive Office, correspondingly encompasses this high level of service.
Duties & Responsibilities
Executive O?ce Operations (50%):
Serve as ?rst point of contact for all who visit the Executive Office. Maintain a high level of professionalism and customer service in managing inquiries to the office and coordinating responses as needed.
Manage multi-line phone system; exercise independent judgement in screening, triaging, and escalating calls as appropriate and responding to inquiries and troubleshooting concerns.
Manage front o?ce business operations -- maintaining and ordering supplies and equipment; submitting and tracking IT, surplus, and facilities work requests; and similar project and procurement management.
Independently monitor, screen and triage incoming electronic mail for the Office of the President general email inbox. Respond to emails when appropriate.
Manage special projects and initiatives as assigned. Initiate frequent and open communication within the team on issues, project statuses, process improvements, etc.
Manage and maintain the President's Conference Room, including set-up of conference calls, arranging for audio-visual equipment, and resetting room layouts after each meeting.
Serve as point-person/liaison for meeting and conference technology needs; conduct research as needed for meeting brie?ngs and other special events.
Initiate frequent and open communication within the o?ce on issues, project statuses, process improvements, etc. Exercise good judgement and professional discretion in dealing with sensitive issues and/or senior leadership.
Executive O?ce Administrative Support (50%)
Provide administrative support to the Chief of Staff to the President and the Chief of Staff to the Provost, requiring a clear understanding of all programs, projects, initiatives, and priorities operating under their purview; utilize independent judgement in prioritizing tasks and assignments to meet immediate and long-term action items; proactively and independently manage an active calendar of appointments; manage travel plans and itineraries; coordinate meeting logistics and handle all technology set up; research and organize meeting materials on an as-requested basis.
Required Qualifications
Bachelor's degree
Two years of administrative support experience, especially at a senior or executive leadership level.
Experience in composing, editing written correspondence and complex documents including but not limited to: merging and sorting, integrating text with graphics, spreadsheets and data base files, upload/downloading, etc.
Full proficiency in Windows and Microsoft O?ce.
Excellent organizational, time management, and interpersonal skills, including strong attention to detail. Must be able to manage competing priorities in a fast-paced, high profile environment.
Excellent communication skills, both written and verbal.
Working knowledge of communications technology tools and other resources (e.g., AV equipment, Zoom, Teams, Google Drive, Sharepoint).
Ability to remain composed during high pressure situations, and provide excellent customer service under all circumstances.
Demonstrated ability dealing with sensitive information and maintaining confidentiality.
Must exhibit an appreciation of, a sensitivity to, and respect for a diverse academic and professional environment, inclusive of students, faculty, and staff of many social, economic, cultural, ideological, racial, and ethnic backgrounds.
Desired Qualifications
Experience working within a large, complex, and/or de-centralized organization.
Compensation, Benefits and Position Details
Pay Range Minimum:
$81,600.00 annual
Pay Range Maximum:
$86,400.00 annual
Other Compensation:
Benefits:
For information about benefits for this position, visit https://www.washington.edu/jobs/benefits-for-uw-staff/
Shift:
First Shift (United States of America)
Temporary or Regular?
This is a regular position
FTE (Full-Time Equivalent):
100.00%
Union/Bargaining Unit:
Not Applicable
About the UW
Working at the University of Washington provides a unique opportunity to change lives - on our campuses, in our state and around the world.
UW employees bring their boundless energy, creative problem-solving skills and dedication to building stronger minds and a healthier world. In return, they enjoy outstanding benefits, opportunities for professional growth and the chance to work in an environment known for its diversity, intellectual excitement, artistic pursuits and natural beauty.
Our Commitment
The University of Washington is proud to be an affirmative action and equal opportunity employer (https://hr.uw.edu/eoaa/) . 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 .
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 (https://app.leg.wa.gov/RCW/default.aspx?cite=28B.112.080) .
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.