| | Although open until filled, priority application date is April 21, 2021.
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 College of Arts & Sciences (CAS) is one of the largest academic units on the UW Seattle campus, employing over 1400 tenure-track and research faculty, in 43 departments and centers, and generating an average $120 million dollars in sponsored research each year. CAS is comprised of 4 major divisions – Arts, Humanities, Social Science and Natural Science – whose cutting-edge research spans from malaria treatment to solar energy to human rights. CAS is home to diverse music, art, drama, dance, digital arts academic units and degrees, and runs one performance hall (Meany) and two major museums (Henry Art and Burke). CAS academic programs support more than 22,000 undergraduates and 2600 graduate students. The College occupies over 1 million square feet of space spread across campus and off-campus facilities in more than 50 buildings.
The College of Arts & Sciences (CAS) has an outstanding opportunity for an Assistant To The Dean.
This position provides administrative support to organize, coordinate, and execute the day-to-day administrative functions of the Office of the Dean of the College of Arts and Sciences. It requires experience, knowledge, initiative, and independent professional judgment. The holder of this position is often the first point-of-contact for individuals seeking to communicate directly with the Dean. Therefore, the holder must have excellent communication skills and be able to represent the Dean's and the College's goals and interests to campus and community partners in a tactful and courteous manner. The holder of this position reports directly to the Dean of the College.
The College of Arts and Sciences comprises 40 degree-granting departments and research institutes, centers, and cross-departmental programs. Its annual operating budget is more than $200M per year. The College has approximately 660 tenure-stream faculty, 125 full-time teaching faculty, several dozen research faculty, and more than 800 classified and professional staff. All UW undergraduates take at least some courses in Arts and Sciences. More than 22,000 undergraduates and 2,000 graduate students are enrolled in the College; approximately 6,000 students (undergraduate and graduate) receive degrees from the College annually.
This position is in daily contact with the Divisional, Associate, and Assistant Deans and their assistants. The holder will also work closely with department chairs and their assistants; the advancement, marketing, and communications team; and the assistants to the President, Provost, Vice-Provosts, Vice-Presidents, Deans, and Chancellors across the University of Washington's three campuses. These working relationships must be pursued knowledgeably and amicably, with a high level of operational sophistication and independence that promotes collaboration and effective communication. The holder of this position serves as a member of the College's Executive Staff, attending all Xstaff meetings, preparing agendas, and recording minutes upon the Dean's request.
RESPONSIBILITIES:
Support of the Dean:
•Responsible for maintaining the Dean's calendar, scheduling all of the Dean's meetings, securing meeting rooms, and creating meeting agendas. This requires fluid communication with the Dean and other meeting participants, monitoring email, and fielding phone requests.
•Act as the primary administrative planning contact for internal and external executive-level meetings, including developing and planning agendas, disseminating information to participants.
•Organize conferences (for example, the PAC-12 Deans' Conference or the AAU Deans' Conference) when the UW College of Arts and Sciences is the host, developing program agendas, coordinating the participation of faculty or leadership, developing and disseminating program information to participants and invitees, making hotel and catering arrangements.
•Make travel arrangements for the Dean's professional travel and ensure that all relevant materials (e.g., itineraries, flight and hotel arrangements, meeting materials, etc.) are assembled for each trip, whether domestic or international.
•Review incoming correspondence, recommend action, and monitor completion of tasks. Routinely compose formal and informal correspondence on behalf of the Dean.
•Interact directly with the Offices of the President, Provost, Vice Provosts, Vice Presidents, and University Departments to gather information and act as a resource for their inquiries and requests.
•Other duties as assigned
Office Management:
•Supervise front office staff (two administrative assistants) and assistants to the divisional deans.
•Provide leadership and direction to the Dean's office operations and support staff.
•Ensure continuity of office operations during the absence of the Dean.
•Maintain confidential files
•Receive and oversee responses to Public Record Office Requests
•Serve as primary staff support to the Arts & Sciences College Council: taking minutes, organizing and administering elections of new members
REQUIREMENTS:
•A Bachelor's degree or equivalent combination of education and work experience is required.
•Minimum six years office experience with progressively enhanced responsibilities.
•Ability to develop and maintain an organizational system while remaining flexible in handling several concurrent projects or issues.
•Demonstrated customer service and problem resolution skills.
•Excellent written and oral communication skills.
•Ability to work independently and well under pressure, with tight deadlines and changing priorities.
•Ability to work with sensitive issues in a confidential, professional manner.
•Experience preparing documents using the Microsoft Office suite of applications, including One Drive and Google Docs.
Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration.
DESIRED EXPERIENCE
•Work experience at the UW or another academic institution.
WORK CONDITIONS:
•As the primary support person to a highly visible position in the College of Arts and Sciences, occasional work over 40 hours per week and/or 9 hours per day is anticipated.
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 Workforce 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. |
