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 UW Department of Dance is a small, dynamic, and highly productive unit serving 50-65 majors, 75-100 minors, and 1,000 non-majors. The breadth and diversity of our curriculum is enriched by accepting a small cohort of professional dancers into a rigorous and innovative, nationally-recognized MFA program. We produce four substantial concerts each year, in addition to smaller productions and events. We host renowned guests and attract a cadre of part-time lecturers who diversify the faculty and curriculum. Students pursuing the major or minor experience a department that feels intimate – for example, our program is one where we know most students’ names – and values the balance between professional/academic rigor and creative flexibility.
The Administrator must be an enthusiastic supporter of the arts who serves as a collegial advocate in leading and growing this community, particularly in our current work to develop a focus on African and African diasporic dance traditions as well as other efforts to become an antiracist department. A competitive candidate will thrive in a highly collaborative culture, while simultaneously enjoying the leadership role the department relies on to provide structure, strategy, and good humor along the way.
The Department of Dance is supported by the full-time Administrator and two part-time staff members. As a lean Department, staff necessarily perform a variety of roles and responsibilities throughout the day and interact across all levels of the Department and its stakeholders. The Administrator must be solution-oriented, eager to learn new skills, creative at problem solving, and flexible in our fast-paced environment. https://dance.washington.edu/
BASIC FUNCTION The Administrator assists the Chair in facilitating the successful daily operations and overall administration of the Department of Dance. Duties include delegated decision-making authority for key aspects of the Department’s operations and support activities, financial planning and management, budget development, faculty appointments and promotions, and oversight of personnel functions such as payroll, insurance, and purchasing. The Administrator assists the Chair in development of the Department’s long-range goals and excels in the kind of creative and strategic thinking that produces positive growth aligned with University policies and procedures.
As the only 100% FTE staff member, the Administrator will be called upon to provide back-up to the Director of Student Services and Program Operations as necessary.
Works closely with the Chair to develop the Department’s long-range goals; assists in planning and executing a variety of high-profile projects.
Directs the operational, financial, and personnel activities of the Department in close collaboration with faculty, staff, students, Artistic Directors, Music Director, Production Manager, and the College of Arts & Sciences Administrative Support Team.
Acts as surrogate for the Chair, managing email and phone inquiries, making decisions and recommendations based on knowledge of the Chair’s goals and the Department’s protocols.
Provides support to the Chair on issues of a sensitive or confidential nature. Insures continuity of the Chair’s office responsibilities during periods of the Chair’s absence.
Coordinates appropriate procedures for academic appointments, reappointments, promotions, and tenure.
Prepares and maintains administrative, business, and academic reports and records.
Acts as primary resource for University policies and regulations. Assists the Chair with confidential academic personnel matters including faculty appointments, leaves, promotions, annual evaluations, and merit increases. Possesses ability to research and interpret academic personnel policies for both tenure and non-tenure track faculty.
Coordinates and supports the Department’s faculty recruiting efforts.
Acts as administrative liaison with the Dean’s Office and other University units such as the Administrative Support Team, Payroll, Academic Human Resources, the Registrar, and Accounts Payable.
Oversees arrangements for visitors to the Department, including job candidates, guest speakers, and visiting instructors/scholars.
Takes minutes at faculty meetings and posts them to the Department of Dance website after minutes have been approved.
Financial: Management Duties
Manages, oversees, and keeps records of all HR, payroll, and purchasing activities through UW systems. The Department of Dance is a “client” of the College of Arts & Sciences Adminstrative Support Team, which provides transactional support/processing for payroll, travel, and reimbursement. The Administrator works closely with the Administrative Support Team on a regular basis.
Manages, oversees, and keeps records of all grant, gift, state, and self-sustaining budgets through UW systems (approximately $1 million per year). This includes tracking and assigning expenditures to appropriate allocations, verifying allocation balances, and establishing financial management policies.
Prepares cyclical and ad hoc financial reports for the Chair and others as requested.
Manages financial aid and scholarship awards, in concert with the Director of Student Services and Program Operations.
Prepares financial reporting as required by the College of Arts & Sciences.
Coordinates preparation of annual budget by department and activity.
Prepares financial forecasts and analyses for classes and new projects.
Provides financial data and recommendations related to operational issues.
Supervises planning of retreats, trainings, orientations, and other departmental gatherings.
Prepares financial detail for grant applications and post-award reports.
Monitors grant balances and prepares documentation for cost-sharing.
Coordinates with Grant & Contract Accounting and Grant & Contract Services as necessary.
Ensures that the Department follows all applicable policies, labor contracts and regulations regarding faculty, classified, professional and hourly staff, and Academic Student Employees (ASEs).
Prepares letters of intent for all short-term faculty, in compliance with University of Washington requirements.
Prepares offer letters annually, and contracts for Teaching Assistants/MFA candidates quarterly (working with the Graduate Program Coordinator).
Coordinates faculty recruiting, assuring compliance with all appropriate UW rules and regulations, and prepares, assembles, and distributes required documentation for faculty promotion and tenure, appointment, and reappointment processes.
Works with the Chair to hire and train new staff as necessary and manages the hiring of hourly temp staff, including department musicians.
Facility and Equipment In coordination with the Director of Student Services and Program Operations, the Administrator:
Takes primary responsibility in ensuring studios, locker rooms, and offices are safe and in good working condition.
Works with the Production Manager, the Music Director, and the Chair on issues related to studio and concert equipment.
Assists students with studio key check-in/out.
Works with faculty and staff to ensure access to cameras and projectors for studio usage.
Works with faculty, students, and staff regarding access to program video and audio technology.
Proactively identifies and performs facilities-related duties as required.
Covid-19 Safety and Prevention
Serves as the Department’s Covid-19 safety supervisor
Ensures the availability of cleaning supplies and PPE, placing orders when more supplies are necessary
Works with UW Environmental Health and Safety and the Department of Dance Chair to develop the Covid-19 unit prevention plans and sees the plans through the channels of approval, revising as necessary
Provides quarterly Covid-19 safety and prevention training to department employees who will be working on site
Keeps track of Department employee’s online Covid-19 safety training records
Other duties as needed.
Bachelor’s degree and minimum of three years of progressively responsible experience in administrative support.
Demonstrated competence in financial operations, business planning, financial analysis, forecasting and/or strategic planning.
Demonstrated ability to manage multiple projects under pressure of competing deadlines and changing priorities.
Excellent oral and written communication skills.
Demonstrated ability to use Microsoft Word and Microsoft Excel at an intermediate level and interest in learning new programs, including but not limited to: Workday HR/Payroll, current and future UW financial systems, Interfolio, UW Hires, UW purchasing and grant management systems.
A college degree in business operations or related field.
Administrative experience in an institution of higher education.
Administrative experience in an arts environment.
Experience with current social media platforms.
Demonstrated collaborative work style and ability to work well in a diverse workplace.
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.
Founded in 1861, the University of Washington is one of the oldest public institutions in the west coast and one of the preeminent research universities in the world. The University of Washington is a multi-campus university comprised of three different campuses: Seattle, Tacoma, and Bothell. The Seattle campus is made up of sixteen schools and colleges that serve students ranging from an undergraduate level to a doctoral level. The university is home to world-class libraries, arts, music, drama, and sports, as well as the highest quality medical care in Washington State and a world-class academic medical center. The teaching and research of the University’s many professional schools provide undergraduate and graduate students the education necessary toward achieving an excellence that will serve the state, the region, and the nation. As part of a large and diverse community, the University of Washington serves more students than any other institution in the Northwest.