| | 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 William E. Boeing Department of Aeronautics & Astronautics has an outstanding opportunity for an Administrator.
The Administrator for the William E. Boeing Department of Aeronautics & Astronautics, in the College of Engineering, is responsible for managing the administrative, operational, and facilities business of the department. Reporting directly to the department chair, with oversight provided by the College of Engineering Dean’s Office, the Administrator serves as the business manager and senior administrative support representative for the department, providing leadership and management for the department’s fiscal, human resources, and operational responsibilities. The responsibilities include expenditure and revenue forecasting, evaluating department operational needs, and hiring staff. The Administrator is the chief liaison between the Chair, faculty, staff and students of the Department and other campus and non-campus offices. The administrator is responsible for ensuring the department is in compliance with federal, state, local, and university rules and regulations.
As the Administrator in the Department of Aeronautics & Astronautics, the individual will be looked to for increasing diversity and inclusion and for fostering excellence. The Administrator plays an important role in building interdisciplinary collaborations that inspire innovation. The Administrator also coordinates with the Director of Academic Services to remain informed on and to support academic and student services in the department.
This position interacts with the Chair, faculty, staff, and students within the Department of Aeronautics & Astronautics. As the primary liaison to administrative offices, the Administrator must have skills to contribute to a professional, collaborative, service-oriented, responsive and positive work environment. The incumbent is expected to build strong working relationships among various individuals (i.e. faculty, staff, students, donors, alumni, visitors, etc.). To enable collaboration across the institution, the incumbent will build strong working relations, effective communications and partnerships throughout the College of Engineering and with non-UW agencies.
Due to the complexities of interacting with these varied groups, this position must be aware of the governing rules, policies, and regulations of the University. Further, the Administrator advises, supports and counsels the Chair with accurate knowledge of organizational and institutional policies and procedures (internal or external) and with the development, interpretation and implementation of departmental policies, procedures and operations. The incumbent also advises administrative staff and faculty of the University policies and procedures.
This position provides backup support for the Assistant to the Chair during absences. Other duties may be assigned by the Chair.
RESPONSIBILITIES:
Fiscal/Budget
Oversee administration of departmental funds (including state, self-sustaining, and gift funds), totaling approximately $12 million direct costs/year. Oversee all aspects of grant and contract management. Prepare annual reports to endowment sponsors and companies for scholarships and fellowships. Devise and maintain budget reporting system for a variety of funding sources. Track all department commitments, monitor department expenses, and review current balances. Oversee all purchasing functions within the department and advise Principle Investigators (etc.) to ensure compliance with relevant funding requirements, restrictions, and best practices. Independently correspond with campus units regarding budgets and responsible for reports and surveys for the University or outside agency inquiries. Act as liaison to faculty, staff, and students in matters pertaining to fiscal management of the department. Work in partnership with the College of Engineering Dean’s office Senior Director of Finance and Administration.
Human Resources & Supervision
Oversee human resources for professional, classified, and non-ASE staff in the department. Work collaboratively with Director of Academic Services to support position allocation, appointment, and human resource efforts for Academic Student Employees (ASEs). Supervise fiscal and facilities personnel as well as departmental technicians (IT Specialist, Lab Engineers).
Advise faculty and professional staff supervisors on policies, procedures, and best practices in hiring, management, disciplinary action, and separations. Provide information to employees regarding WAC regulations and union contacts. Administer the preparation of confidential material, coordinate and carry out special assignments that vary in complexity and frequency depending on the needs of the department. Manage workflow, hiring, disciplinary actions, layoffs, and resolution of problems and work in partnership with the College of Engineering Dean’s office Director of Human Resources.
Facility Management
Participate in the long-range space planning for the department including requests for equipment and space. Support Chair in the assignment and tracking of department space in accordance with departmental space policies. Coordinate moves of personnel and equipment. Supervise key distribution, building access, and maintenance of inventory records. Collaborate with departmental safety committee to interface with EH&S, UW Police, Seattle Fire Department, other engineering departments, and the Dean’s Office as needed regarding safety, security, maintenance, and other related facilities concerns. The Administrator serves on the Department Space Allocation and Utilization Committee.
Assist with building issues related to the department's facilities, including Guggenheim Hall, the Aerospace Energetics Research Building (AERB), the Aerodynamics Laboratory Building (3x3 wind tunnel facility), and the Kirsten Wind Tunnel.
REQUIREMENTS:
• Bachelor’s degree in Business, Public Administration or related field, and three to five years of experience in the management of staff, finance and operations. Familiarity with academic policies and procedures.
• Experience with MS Office software (Word, Excel, Powerpoint) and other software as required.
• Demonstrated ability to manage competing projects and multiple deadlines and priorities.
• Demonstrated ability to display initiative, anticipate problems, make recommendations for appropriate response and take action.
• Demonstrated ability to effectively supervise, coach and mentor staff.
• Demonstrated ability to make reasonable judgements in a complex organizational environment.
• Demonstrated ability to communicate clearly, effectively and respectfully; Exercise diplomatic and professional interpersonal skills; Poised, professional manner with the ability to work well with diverse populations over the telephone, in written correspondence, and in-person.
• Demonstrated ability to build and maintain relationships with faculty, staff, students and academic partners; modeling and mentoring professional interactions.
• Ability to maintain confidentiality and to handle confidential and sensitive information in an appropriate manner.
• A solid understanding of budgeting process, which would include payroll, purchasing, and accounting systems.
• Strong organizational skills and a demonstrated ability to manage a number of complex, multifaceted relationships and tasks simultaneously are required.
• Strong project management skills. Ability to problem solve, take initiative, set priorities, handle multiple projects, and exercise good judgment in a fast paced, dynamic, deadline driven environment in an organized and professional manner.
• Demonstrated ability to work independently and cooperatively, with a high level of initiative, and as part of a team.
Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration.
DESIRED EXPERIENCE
• Master’s Degree in business management, economics, organizational development or related field.
• Experience working in an academic unit, college of engineering, research institute, or university setting.
• Experience with University of Washington academic policies and procedures, as well as budget, payroll/human resources, purchasing, and accounting systems. Experience with state, federal and agency standards and regulations.
• Experience with UW systems such as Workday, Interfolio, MyFinancial Desktop, ARIBA, PROCARD/PAYMENTNET, EDW, and SAGE.
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. |
