Assistant To The Chair

Description:

DUTIES AND RESPONSIBILITIES
Support to the Chair - 35%
Act as liaison for the Chair with key University officials, faculty, staff, students, industrial contacts, foundations, government representatives, and the general public.
Manage the Chair's schedule: organize activities, schedule and set meetings at the department, college, university community and national level, ensuring that the Chair's priorities and obligations are met. Prepare supportive background materials for the meetings and provide relevant background details.
Coordinate travel arrangements for Chair; arrange for all contacts and meetings at the travel destinations; ensure that all travel objectives are accurately and completely carried out; process travel requests and reimbursements.
Compose and edit correspondence, memos and reports in a concise and succinct manner for the Chair's signature, which are often times of a confidential and sensitive nature.
Gather data relevant to the department and prepare project surveys and/or summaries and reports as requested.

Academic Human Resources - 35%
Manage department academic human resources processes for tenure and research faculty, adjunct and affiliate faculty, visiting graduate faculty and postdoctoral fellows; teaching evaluations; faculty awards, paid professional leave and retirements, adhering to College of Engineering deadlines and procedures.
Ensure annual reappointments of adjunct and affiliate faculty and maintain a schedule for reappointments, promotions and other changes in faculty status (retirements, leaves of absence, sabbaticals.
Manage department's promotion and tenure process, including: establishing timelines, managing letters of recommendation, preparing dossiers and coordinating with the Dean's office.
Manage the department's merit review and peer review processes, including: establishing timelines, coordinating meetings, and ensuring timely completion. Provide faculty with the appropriate format to update their CV for the meeting; collect updated CVs from all faculty prior to merit review meetings. Coordinate collection of data for faculty database management system.
Coordinate department faculty searches. Including independent correspondence with candidates, prepare complex interview schedules, scheduling visit itineraries, logistics and travel.
Provide administrative support with position requisition and advertisement placement, administrative support to the search committee, search closing and preparation of hiring packets.
Prepare the offer letter and other hiring paperwork. Using Interfolio, organize and coordinate process through final hire and relocation of successful candidate.
Coordinate and manage the process for faculty reporting of outside professional activities (1460 form).
Coordinate permanent residency issues, visa applications and renewals for all foreign faculty and visiting faculty.
Act as department level VISIT/VISER coordinator which includes tracking and gathering information and documentation, reviewing documents to make sure they meet criteria, preparing documents for department level signatures and Dean’s level signature.
Work closely with the Administrator, Payroll Coordinator, and the COE HR office to resolve AHR administrative or pay issues.

Supervisory and Office Management - 15%
Hire, train, assign duties, supervise, and conduct performance evaluations for 1.0 FTE Office Manager (Administrative Assistant 3). Provide ongoing support and mentorship to enhance the effectiveness of the Office Manager in supporting the department operational needs.
Develop and maintain annual calendar or recurring activities, e.g., peer evaluations in early fall, affiliate appointments in early spring, merit evaluations in mid-spring, award nomination calendar.
Schedule and organize standing meetings; prepare agendas and minutes. Organize annual all-day faculty retreat. Coordinate faculty reporting of outside professional activities.
Oversee special departmental functions, events and departmental receptions as needed.
Organize and maintain the Chair’s files, central Department files and faculty personnel records in accordance with Departmental priorities and University Records Center policy.

Department Outreach, Communications and Publications - 10%
Work with the Communications Manager on content details and editing of ME publications to assure accuracy and quality of content.
Assist the Chair with administrative functions related to advancement including direct interaction with donors and UW advancement offices.
Communicate with donors and advancement office staff, handling inquiries regarding alumni, tracking, special reports, etc. (via Advance)
Coordinate outreach to alumni and general public, working with student services staff and Asst. Director of Publications to gather and distribute information as needed and initiating contact as requested by Chair.
Prepare and distribute surveys to alumni, businesses, students, and other groups as requested by Chair.
Write thank you letters on behalf of the Chair for gift received from donors.

Miscellaneous - 5%
Other duties as assigned by the Department Chair and Administrator.

MINIMUM REQUIREMENTS
Bachelor's degree in Business, Public Administration or related field and 2-3 years of increasing level of Administrative experience or equivalent education/ experience.

Equivalent education/ experience will substitute for all minimum qualifications except when there are legal requirements.

ADDITIONAL REQUIREMENTS
Strong interpersonal skills with demonstrated ability to handle sensitive situations with tact and discretion.
Excellent verbal and written communication skills.
Experience with Microsoft Office and Google suite applications.
Strong emphasis on responsiveness and providing excellent customer service.
Excellent time management, organizational and decision-making skills.
Ability to be self-motivated and exercise independent judgment and decision making skill.
Proven ability to juggle multiple projects with critical overlapping deadlines.

DESIRED QUALIFICATIONS
Experience in a higher education environment.

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 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.