University of Washington
Overview
Administrative Specialist, UWINCO at University of Washington. The role serves as the executive principal assistant to the Chief Investment Officer (CIO) and Chief Operating Officer (COO), directly managing and coordinating communications, scheduling and daily responsibilities in executive administration support, travel management, and business operations. Duties & Responsibilities
Executive Administrative Management: Serve as Principal Assistant and confidential liaison to the CIO and COO. Provide high‑level direct, confidential, executive administrative support, project management and analysis, handling confidential and sensitive information. Proactively manage complex schedules based on changing priorities, coordinating meetings, logistics and materials; ensure CIO/COO are briefed on agenda items. Manage day‑to‑day operations for the CIO Office; draft correspondence, prepare communications, plan and attend team meetings, prepare meeting materials, maintain records and gather background information. Track and manage heavy email volume; draft responses as needed, using professional discretion in handling sensitive issues with the general public, investment managers and consultants. Liaise with the UW Board of Regents office to coordinate meetings between Regents and UWINCO. Read daily investment news and manage assigned research projects; exercise independent judgement on non‑routine matters. Diversity, Equity and Inclusion (DEI)
Create internal DEI team to facilitate education and awareness. Lead all staff DEI meetings; independently choose discussion topics and meeting formats. Research new recruiting avenues for the team. Facilitate staff book discussions and related topics; attend DEI webinars to stay informed on current issues. Travel Planning and Management
Coordinate travel planning for the CIO and team members, including domestic and complex international trips. Evaluate flight routes balancing cost and flexibility. Understand International Visa requirements, applications and deadlines. Construct travel itineraries in accordance with University policies; process and track complex travel expense reimbursements. Stay current with University and state travel policies; create, communicate and implement internal travel policies as needed. Business Operations
Independently manage and execute special projects for the CIO, including confidential or unique assignments requiring research and independent decision making. Track and reconcile monthly ProCard charges. Maintain professionalism and customer service in managing inquiries; manage multi‑line phone system and triage calls. Provide back‑up to staff as needed and coordinate workload to ensure team coverage and cross‑training. Complete complex tasks quickly with independent judgement; maintain tact, discretion and diplomacy. Other duties as assigned. Minimum Requirements
Bachelor’s degree 4 years of professional experience Additional Requirements
Demonstrated professionalism, discretion and initiative in handling confidential responsibilities. Ability to maintain a high level of confidentiality. Experience planning complex domestic and international trips and meetings for multiple individuals. Self-directed with strong work ethic and service orientation; anticipate unit needs and respond proactively. Excellent oral and written communication skills with diplomacy and judgement. Ability to adapt to rapid changes and manage multiple priorities in a dynamic environment. Proven success in strategic, creative thinking and problem solving with attention to detail. Proficiency in Microsoft Word, Excel, PowerPoint, Outlook and calendar programs. Desired
C‑suite experience is highly desired. Familiarity with investment management concepts and terminology. Familiarity with University systems and procedures, particularly travel. Compensation, Benefits And Position Details
Pay Range Minimum: $80,004.00 annual Pay Range Maximum: $110,004.00 annual 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. 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. 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.
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Administrative Specialist, UWINCO at University of Washington. The role serves as the executive principal assistant to the Chief Investment Officer (CIO) and Chief Operating Officer (COO), directly managing and coordinating communications, scheduling and daily responsibilities in executive administration support, travel management, and business operations. Duties & Responsibilities
Executive Administrative Management: Serve as Principal Assistant and confidential liaison to the CIO and COO. Provide high‑level direct, confidential, executive administrative support, project management and analysis, handling confidential and sensitive information. Proactively manage complex schedules based on changing priorities, coordinating meetings, logistics and materials; ensure CIO/COO are briefed on agenda items. Manage day‑to‑day operations for the CIO Office; draft correspondence, prepare communications, plan and attend team meetings, prepare meeting materials, maintain records and gather background information. Track and manage heavy email volume; draft responses as needed, using professional discretion in handling sensitive issues with the general public, investment managers and consultants. Liaise with the UW Board of Regents office to coordinate meetings between Regents and UWINCO. Read daily investment news and manage assigned research projects; exercise independent judgement on non‑routine matters. Diversity, Equity and Inclusion (DEI)
Create internal DEI team to facilitate education and awareness. Lead all staff DEI meetings; independently choose discussion topics and meeting formats. Research new recruiting avenues for the team. Facilitate staff book discussions and related topics; attend DEI webinars to stay informed on current issues. Travel Planning and Management
Coordinate travel planning for the CIO and team members, including domestic and complex international trips. Evaluate flight routes balancing cost and flexibility. Understand International Visa requirements, applications and deadlines. Construct travel itineraries in accordance with University policies; process and track complex travel expense reimbursements. Stay current with University and state travel policies; create, communicate and implement internal travel policies as needed. Business Operations
Independently manage and execute special projects for the CIO, including confidential or unique assignments requiring research and independent decision making. Track and reconcile monthly ProCard charges. Maintain professionalism and customer service in managing inquiries; manage multi‑line phone system and triage calls. Provide back‑up to staff as needed and coordinate workload to ensure team coverage and cross‑training. Complete complex tasks quickly with independent judgement; maintain tact, discretion and diplomacy. Other duties as assigned. Minimum Requirements
Bachelor’s degree 4 years of professional experience Additional Requirements
Demonstrated professionalism, discretion and initiative in handling confidential responsibilities. Ability to maintain a high level of confidentiality. Experience planning complex domestic and international trips and meetings for multiple individuals. Self-directed with strong work ethic and service orientation; anticipate unit needs and respond proactively. Excellent oral and written communication skills with diplomacy and judgement. Ability to adapt to rapid changes and manage multiple priorities in a dynamic environment. Proven success in strategic, creative thinking and problem solving with attention to detail. Proficiency in Microsoft Word, Excel, PowerPoint, Outlook and calendar programs. Desired
C‑suite experience is highly desired. Familiarity with investment management concepts and terminology. Familiarity with University systems and procedures, particularly travel. Compensation, Benefits And Position Details
Pay Range Minimum: $80,004.00 annual Pay Range Maximum: $110,004.00 annual 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. 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. 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.
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