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 five consecutive years. The University of Washington Tacoma is a growing metropolitan university that is deeply invested in its local communities. As one of three campuses of a world-class university, UW Tacoma is dedicated to interdisciplinary and innovative teaching and scholarship and to engaging the community in mutually beneficial partnerships. UW Tacoma's commitment to diversity is central to an environment where students, staff, faculty, and South Sound residents find abundant opportunities for intellectual, personal, and professional growth. The UW Tacoma Faculty Assembly (FA) has an outstanding opportunity for an Administrative Assistant 3 to provide the primary support for the UW Tacoma Faculty Assembly, which is the governing faculty organization for the campus. The purpose of the position is to plan, coordinate and communicate effectively to achieve the goals and objectives of the FA. Reporting to the FA Chair and the Director of Academic Human Resources, this position is the sole executive administrative support to the Faculty Assembly, providing support to the FA Chair, Vice Chair, Executive Council (EC), and standing committees. The Administrative Assistant 3 often works independently; requiring a high level of autonomy in achieving assigned goals and tasks, and discerns when to work collaboratively with various units across campus. This person will counsel and provide advice to FA leadership on a wide range of complex institutional matters, including issues of a confidential and sensitive nature. Using acquired knowledge, effective oral and written communication skills, independent judgment and delegated authority, the Administrative Assistant 3 will serve as a liaison for the FA leadership as appropriate and necessary. This person will work to acquire understanding of the complexities of the University and will work both independently and collaboratively, to seek solutions to complex issues and problems. This person will act as a liaison for the FA and as a resource regarding University policies and resources. Collaboration, communication, and rapport with colleagues in academic units, Academic Affairs, and other departments is vital. The Administrative Assistant 3 must exhibit an appreciation of, sensitivity to, and respect for a diverse academic environment, inclusive of students, faculty, and staff of many social, economic, cultural, ideological, racial, and ethnic backgrounds. RESPONSIBILITIES - Coordination and support of the Executive Council and Standing Committees. - Interfacing with UW Tacoma academic and administrative units. - Organizing, monitoring, and archiving Faculty Assembly administrative reports and records (on website and in office files), as well as, managing the Faculty Assembly budget. - Organizing special events at UW Tacoma. Breakdown of Specific Responsibilities:Event/Meeting Coordination:* Manage and coordinate complex calendars for scheduling all FA meetings and events * Reserve appropriate locations on campus through the University system * Arrange facilities and catering/refreshments, when appropriate; follow University procedures * Gather attendance and RSVP information * Take official meeting minutes in FA committee meetings and notes in FA quarterly meetings * Prepare, organize, and distribute meeting materials including agendas, relevant background information, and meeting minutes * Support standing committee chairs in meeting preparation and function, as needed * Help coordinate the annual New Faculty Orientation and develop online resources in collaboration with Academic Affairs and other campus departments * Work with Distinguish Faculty Award recipients to plan and implement their recognition events; collaborate with other departments as appropriate Communication(s):* Communicate as needed to UW Tacoma staff, students, and faculty about FA activities and meetings * Maintain and develop new content for the websites of FA and its committees, using web software * Ensure that posting requirements of the Open Public Meetings Act are met * Provide professional phone and in-person reception to UW Tacoma staff, students, faculty, and community members * Resolve problems and respond to inquiries * Monitor and answer phone and email communications * Daily monitor UW Tacoma faculty email lists and approve messages in consultation with FA leadership Procedural Support:* Acquire and continually update understanding of University-wide policies and procedures pertaining to faculty governance. Apply this knowledge and understanding to issues that arise in daily operations, advising the FA leadership when action is required or should be considered * Coordinate the timing of faculty elections, ensuring compliance with the UW Faculty Handbook and Faculty Assembly Bylaws * Create, coordinate and execute required surveys, votes, and elections; record and maintain results, creating and distributing reports where required * Assist Faculty Assembly leadership with projects and duties, researching information, gathering data; compiling, organizing, and distributing as needed * Support the curriculum process of UW Tacoma: - Work with Academic Policy & Curriculum Committee Chair to develop agenda and materials for monthly review meeting - Become a campus expert on curriculum procedures, serve as liaison to UW Curriculum Office, and provide training for faculty and curriculum coordinators as needed Liaison: * Serve as liaison between FA leadership and University administration, including the Chancellor, Executive Vice Chancellor for Academic Affairs, various unit representatives, and the Office of the UW Faculty Senate to facilitate governance requirements and functions, as needed * Provide and receive support from UW Tacoma administrative offices and academic units, as applicable Office Management: * Order and purchase office supplies and equipment with approval from FA Chair * Manage FA budgets: - Preparation of budget requests for FA Chair approval, providing advice and information about specific items and event expenditures - Reconcile expenditures, create reports, comply with spending structures and to make corrections where necessary * Create, organize, and maintain FA records: - Spreadsheets, databases, budgetary reports/files, committee reports, archives and faculty governance policies and procedures - Comply with UW and State records retention system MINIMUM REQUIREMENTS: * High school graduation or equivalent AND two years of experience in administrative support, overseeing and executing office operations OR Equivalent education/experience. ADDITIONAL REQUIREMENTS: * Effective oral and written communication skills * Commitment to professionalism and service to faculty, staff and students * Ability and willingness to monitor email messages and respond promptly as needed throughout the work day * Ability to follow verbal and written instructions, with close attention to details * Ability to prioritize workload based on verbal and written instructions, guidelines, and deadlines given * Ability to work independently with little day-to-day supervision, exercising independent judgment when completing assignments * Ability to seek collaboration when beneficial or necessary * Ability to look ahead and to organize complex processes; to see the big picture * Ability to work flexibly as a member of various work teams including faculty, students, administrative staff, and academic support personnel * Experienced in building strong relationships in diverse communities * Demonstrated commitment to diversity, equity, and inclusion efforts * Ability to accurately collect data from a variety of sources and present the data in a variety of formats such as Excel tables and/or narrative reports * Proficiency with Windows operating system and Microsoft Office applications * Ability and willingness to quickly learn new software to support program operations DESIRED:* Two years of increasingly responsible experience in an academic, nonprofit or customer service environment. * Innovative, creative mindset and approach to solving problems; initiative * Bachelor's degree in communication, education or related field * Experience with Drupal 7 web programming software or other website programming experience. Equivalent education/experience can substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration.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.
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.