UW group
Job Description
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 Administrative Specialist position serves as the executive principal assistant to the Chief Investment Officer ("CIO") and Chief Operating Officer ("COO"), directly managing and coordinating the communications, scheduling and daily responsibilities in the areas of executive administration support, travel management, and business operations. This position reports directly to the CIO and has delegated authority for primary management of the CIO’s schedule. It requires a high level of professional discretion with senior UW leadership, UWINCO Board members, and external stakeholders. The role also oversees the UWINCO team\'s DEI initiatives to provide education and awareness to the team.
Responsibilities require independent judgment in planning and decision-making across administrative and business operations within the UWINCO office, handling multiple priorities with frequent tight deadlines, and processing a large volume of emails daily. Flexibility to work long hours if needed.
The UWINCO Office manages over $9 billion of endowment, operating and life income funds. The position interacts with the UW Board of Regents and UWINCO board members, supporting decisions that impact the University\'s investments.
Responsibilities
Executive Administrative Management: Serve as Principal Assistant and confidential liaison to the UWINCO CIO and COO. Provide high level direct, confidential, executive administrative support, project management and analysis, including handling of confidential information.
Proactively manage complex schedules based on priorities and issues, coordinating meetings, logistics, materials, and briefing CIO/COO on agenda items.
Manage day-to-day operations for the CIO\'s office. Draft correspondence, prepare internal/external communications, plan and attend team meetings, and maintain meeting records.
Track and manage mail and email, draft responses, and exercise discretion in handling sensitive issues involving the general public, investment managers and consultants.
Liaise with the Board of Regents office to coordinate meetings between Regents and UWINCO.
Read daily investment news and manage research projects as assigned; exercise independent judgement on non-routine matters.
Diversity, Equity and Inclusion (DEI)
Create internal DEI initiatives to facilitate education and awareness.
Lead DEI meetings, select topics and formats.
Research recruiting avenues for the team and facilitate staff book discussions and learning.
Attend DEI webinars and meetings to increase knowledge of current issues.
Travel Planning and Management
Coordinate and manage travel for CIO and team members, including domestic and international trips. Evaluate flight routes balancing cost and flexibility.
Understand International Visa requirements, application processes and deadlines.
Construct travel itineraries in accordance with University policies and procedures.
Process and track complex travel expense reimbursements; stay current with policies and communicate new internal travel policies as needed.
Business Operations
Independently manage and execute special projects for the CIO, including confidential work requiring independent research and decision making.
Track and reconcile monthly ProCard charges; manage multi-line phone system and coordinate with internal/external stakeholders.
Provide back-up support for staff and coordinate workload to ensure team coverage and cross-training.
Complete complex tasks quickly with independent judgment; maintain tact, discretion and diplomacy in all interactions.
Other duties as assigned.
Minimum Requirements
Bachelor\'s degree
4 years\' accumulated 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
Excellent oral and written communication skills with diplomacy and judgment
Ability to adapt to rapid changes and manage multiple priorities in a dynamic environment
Proven strategic, creative thinking and problem-solving abilities 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. 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. 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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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 Administrative Specialist position serves as the executive principal assistant to the Chief Investment Officer ("CIO") and Chief Operating Officer ("COO"), directly managing and coordinating the communications, scheduling and daily responsibilities in the areas of executive administration support, travel management, and business operations. This position reports directly to the CIO and has delegated authority for primary management of the CIO’s schedule. It requires a high level of professional discretion with senior UW leadership, UWINCO Board members, and external stakeholders. The role also oversees the UWINCO team\'s DEI initiatives to provide education and awareness to the team.
Responsibilities require independent judgment in planning and decision-making across administrative and business operations within the UWINCO office, handling multiple priorities with frequent tight deadlines, and processing a large volume of emails daily. Flexibility to work long hours if needed.
The UWINCO Office manages over $9 billion of endowment, operating and life income funds. The position interacts with the UW Board of Regents and UWINCO board members, supporting decisions that impact the University\'s investments.
Responsibilities
Executive Administrative Management: Serve as Principal Assistant and confidential liaison to the UWINCO CIO and COO. Provide high level direct, confidential, executive administrative support, project management and analysis, including handling of confidential information.
Proactively manage complex schedules based on priorities and issues, coordinating meetings, logistics, materials, and briefing CIO/COO on agenda items.
Manage day-to-day operations for the CIO\'s office. Draft correspondence, prepare internal/external communications, plan and attend team meetings, and maintain meeting records.
Track and manage mail and email, draft responses, and exercise discretion in handling sensitive issues involving the general public, investment managers and consultants.
Liaise with the Board of Regents office to coordinate meetings between Regents and UWINCO.
Read daily investment news and manage research projects as assigned; exercise independent judgement on non-routine matters.
Diversity, Equity and Inclusion (DEI)
Create internal DEI initiatives to facilitate education and awareness.
Lead DEI meetings, select topics and formats.
Research recruiting avenues for the team and facilitate staff book discussions and learning.
Attend DEI webinars and meetings to increase knowledge of current issues.
Travel Planning and Management
Coordinate and manage travel for CIO and team members, including domestic and international trips. Evaluate flight routes balancing cost and flexibility.
Understand International Visa requirements, application processes and deadlines.
Construct travel itineraries in accordance with University policies and procedures.
Process and track complex travel expense reimbursements; stay current with policies and communicate new internal travel policies as needed.
Business Operations
Independently manage and execute special projects for the CIO, including confidential work requiring independent research and decision making.
Track and reconcile monthly ProCard charges; manage multi-line phone system and coordinate with internal/external stakeholders.
Provide back-up support for staff and coordinate workload to ensure team coverage and cross-training.
Complete complex tasks quickly with independent judgment; maintain tact, discretion and diplomacy in all interactions.
Other duties as assigned.
Minimum Requirements
Bachelor\'s degree
4 years\' accumulated 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
Excellent oral and written communication skills with diplomacy and judgment
Ability to adapt to rapid changes and manage multiple priorities in a dynamic environment
Proven strategic, creative thinking and problem-solving abilities 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. 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. 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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