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 Office of Minority Affairs & Diversity has an outstanding opportunity for an Administrative Assistant 3 . RESPONSIBILITIESExecutive support *Act as confidential liaison between the Executive Director and the full range of internal and external individuals and offices with whom the ED relates: staff, advisory board members, K - 12 and MCCP Directors, staff, teachers, industry partners, community groups, etc. Exercise a high degree of professional judgment in communicating with all parties.*Manage the Executive Director's email, reviewing all email and routing and/or delegating as appropriate, ensuring ED is aware of all matters requiring his attention. Independently draft and send email messages from the ED, using his voice and style.*Maintains the Executive Director's calendar, arranges, and schedules all meetings both off and on campus*Arranges travel to and from meetings with center directors, utilizing UCAR or travel agency*Coordinates Executive Director visits, high-level receptions, and other special events; manage special events budgets and vendor contracts; coordinate schedules and assist with presentation details; ensure Executive Director is supported, and handle any problems that arise.*Leads/provides support for WA MESA Days as well as other K -12 or MCCP events scheduled throughout the year. Responsibilities include managing travel. event budget, agenda participants, organizing volunteers, coordinating with leadership to establish an event theme, outreach and marketing, and day-of-event troubleshooting.*Maintains WA MESA centers, responsible administrators, fiscal support, and WA MESA Advisory Board member listservs and written directories and acts as the primary contact for written correspondences. Drafts press releases and public service announcements.*Serve as liaison between the Executive Director and other universities' responsible administrators, UW faculty and staff, and WA MESA staff.*Communicate on behalf of the Executive Director with MESA USA and other MESA state organizations and national organizations.*Reviews documents, records, or reports for completeness, accuracy, and compliance with rules.*Type, proofread and edit the content of documents and presentation materials.*Compose, sign, and release correspondence on behalf of the Executive Director.Board liaison *Serves as the primary contact between advisory board members and the board committees.*Coordinates quarterly meetings, arranges venues and refreshments, assists Executive Director, chair and vice-chair with developing an agenda, compiles board reports, maintains accurate minutes including Robert's Rules of Order, summarizes, edits, and distributes advisory board minutes within seven days after the meeting*Creates and updates the by-laws and annual board book to include all necessary documentation.*Maintains a working knowledge of the advisory board bylaws. Other board liaison duties as assigned.Fiscal Support and Office Management *Establish office and administrative systems and procedures and analyze current workflows and practices to ensure WA MESA compliance with the University of Washington policies and external regulations.*Serve as budget liaison and reconciliation support between WA MESA, Executive Director, and OMAD fiscal staff.*Assists Executive Director with a review of bank accounts, updating real-time expenses, checking ProCard accounts and processing payment requests.*Maintain Executive Director's and WA MESA expenditures and budgeted allocations.*Coordinate, schedule, and take minutes for WA MESA staff or leadership meetings.*Use project management skills to work closely with the executive director and WA MESA staff on projects or tasks that have a high impact and are broadly visible, keeping teams and projects on schedules.*Follow through on items routed to other offices for a response, keeping the executive director apprised, as appropriate.*Manage the Office of executive director including coordinating, reviewing, and recommending and implementing revisions to office procedures.*Independently write and edit correspondence, field inquiries and internal and external questions on behalf of the executive director.*Schedules one on one meetings with ED's direct reports; follows up with minutes of meeting and discussion; schedules an annual evaluation as well as annual job description review.*Responsible for keeping financial documents organized and in a safe location. Follow small cash handling procedures.*Serve as point of contact for vendors and/or consultants to ensure timely payment and execution as well as evaluation of services.*Supervise temporary staff.MINIMUM REQUIREMENTS: *Requires High School/GED AND four years of office or administrative support experience OR equivalent education/experience.DESIRED:*Three years' experience as an assistant to a senior administrator in a university, business, or agency setting.*Exceptional administrative, project management, and organizational skills.*Highly accurate and organized with high attention to detail.*Interpersonal skills with a professional yet accessible demeanor to represent the Executive Director independently in person, on the phone, or in written communications.*Proven ability to handle sensitive situations and highly confidential information with tact, discretion, and diplomacy;*Ability to work as a team and interact well with persons of diverse backgrounds at all levels of the university and the community.*Demonstrated skills in writing, proofreading, and communications; ability to interpret and communicate complex policies to others.*Ability to work independently with minimal supervision, manage priorities, work efficiently, handle multiple projects with tight deadlines, problem solve, and exercise good judgment in a dynamic environment.*Proficiency in Adobe Creative Suite, Microsoft Office (Word, PowerPoint, and Excel), Sharepoint, SLACK, Zoom, UW Financial and Workday systems, Qualtrics, and other databases.Work ConditionsPlease note that this position may require traveling to alternate work locations for events or board meetings; the ability and flexibility to reliably travel to alternate work locations is necessary, as well as a flexible work schedule. 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.