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The Department of Mechanical Engineering has an outstanding opportunity for an Assistant to the Chair.
Provide professional administrative and operational support to the Chair. Will also provide administrative and operational support to the Administrator as needed. Use independent judgment and decision-making skills in the management of the activities of the Chair and in meeting departmental priorities. Field questions based on knowledge of the Chair's views and the current aims and mission of the department. Use discretion and diplomacy in expressing the views of the Chair, and deal with all issues in a confidential and discrete manner. Research and track the Chair's requests of action on on-going projects and assignments. Keeps the Chair up-to-date on all issues and activities of current interest and concerns regarding the department, College of Engineering and University.
RESPONSIBILITIES: Direct support to the Chair: •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. Organize and maintain the Chair’s files, central departmental files, and faculty personnel records in accordance with departmental priorities and University Records Center policy. Gather data relevant to the department and prepare project surveys and/or summaries and reports as requested.
Academic Human Resources: •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. •Oversee and coordinate management of faculty searches, preparing the advertisement and placing it in national publications; preparing a position announcement and mailing it to all PhD granting institutions; working with search committee to provide administrative support; keeping the entire process organized and each step flowing smoothly. Coordinate the request and receipt of reference letters, scheduling of candidate visits for interviews, and inputs from the faculty. Prepare the offer letter and other hiring paperwork. Organize and coordinate process through final hire and relocation of successful candidate. •Coordinate permanent residency issues, visa applications and renewals for all foreign faculty and visiting faculty.
Department outreach, communications and publications: •Work with the Asst. Director of Publications to develop and maintain a departmental publications and communications plan, develop story ideas for ME publications, and 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.
Management: •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. •Maintain the Chair’s files according to the General Records Retention Schedule and laws concerning confidential material; maintain academic personnel records (personnel file, confidential files, instructor evaluations, appointment, promotion & tenure files) •Maintain and distribute Department organization charts; maintain a book of Department Policies and Procedures. •Other duties as assigned.
REQUIREMENTS: Bachelor’s degree and 2 years of increasing level of administrative experience or equivalent education/experience. Excellent interpersonal skills, excellent verbal and written communication skills, and a strong emphasis on being responsive and providing excellent customer service. Excellent management, organizational and administrative skills with high degree of accuracy and attention to detail. Ability to be self-motivated and exercise independent judgment and decision-making skills; ability to work as part of a team. Ability to prioritize work, manage heavy workloads with frequent interruptions, and meet deadlines. Ability to work with issues of a confidential nature, using discretion and tact to handle a situation
Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration.
DESIRED EXPERIENCE •Software proficiency in MS Word, MS Excel, MS Access, and MS PowerPoint. Familiarity with e-mail, Internet, and World Wide Web. •Previous work in a higher education environment desirable; familiarity with the procedures needed to process faculty appointments and promotions
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.
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