Executive Assistant to the Vice Chancellor for EMSA

Job Description

Thedivision of Enrollment Management & Students Affairs (EMSA)has an outstanding opportunity for anExecutive Assistant to the Vice Chancellor for Enrollment Management & Students Affairs (VCEMSA)to join their team.

The Executive Assistant to the Vice Chancellor for Enrollment Management & Students Affairs (VCEMSA) plays a critical role in the overall functioning stability execution and success of the Enrollment Management & Student Affairs division. As a key member of the leadership team reporting to the Vice Chancellor they are a trusted advisor to the VC and help deploy the VCs time and talents in the highest and best ways possible.

The Executive Assistant must have the ability to work in a fast-paced environment with many complexities and ambiguity as this role manages relationships with internal and external stakeholders including UW faculty staff student leaders student groups and other campus partners.

Relationship Management

• Work closely with EMSA leadership campus leadership and key external partners. Build trust-based relationships with: EMSA leadership campus leadership and key external partners including: UW and UW Bothell Executives EMSA staff EMSA Directors Team UW Bothell Deans and Cabinet members campus student leaders and groups and others as required to advance the goals and initiatives of EMSA.

• Communicate with a variety of constituents and disseminate information accordingly while exercising a high degree of discretion and judgement in communicating to all parties.
  - Draft correspondence for campus and EMSA distribution on behalf of VCEMSA and manage correspondence workflow. Review all documents for signature format accuracy compliance with procedural instructions and inclusion of background material.
  - Manage the VCEMSAs email inbox and respond with delegated authority on behalf of VCEMSA to inquiries or resolve issues based on knowledge from the VCEMSAs views and policies.
  - Gather feedback from constituents on behalf of the VCEMSA through surveys polls and other mechanisms.

• Play key role in advancing relationships within the campus community by helping to prioritize meetings draft correspondence and provide proactive communication.

• Advise the VCEMSA on high-level matters of importance to the EMSA Division and UW Bothell and make recommendations for action.

• Represents the VCEMSA at meetings and events as necessary and develops materials and documentation to facilitate decisions by the VCEMSA and other EMSA staff.
  -Where appropriate the Executive Assistant will act with delegated authority to make decisions on behalf of the VCEMSA.

Meetings and Committee Scheduling and Support

• Participate as a member of the EMSA Senior Team and Director Team responsible for guiding an integrated strategy for the division advocating for and offering resources and providing conditions for an effective team environment.

• Oversee and manage the VCEMSAs and Assistant/Associate Vice Chancellors complex and issue-sensitive schedule including evaluating the need to reschedule postpone or relocate meetings based on changing priorities and emerging issues. Actively manage the daily schedule associated with day-to-day operations. Ensure VC and AVCs are fully briefed on agenda items.

  • Independently screen and prioritize all meeting requests. Highlights investigates and summarizes key information for review.

  • Respond to all meeting inquiries in a timely personable accurate and efficient manner.

  • Refer internal and external inquiries comments and/or complaints to the appropriate area

• Serve as project lead for EMSA All-Staff meeting and annual Director Team Retreat

• Maintain a clear understanding of all programs and projects operating under the VCEMSAs purview to proactively provide efficient support and respond to requests.

  • Track requests made by VCEMSA and Senior Team to staff; ensure questions are answered and tasks completed.

  • Project manage special projects as assigned to include: collaborating directing and following up with colleagues as necessary.

  • Assist with drafting proposals and presentations.

  • Complete research requests on a variety of topics.

• Staff committees on which the VCEMSA serves; create and disseminate meeting agendas and materials; record meeting notes and action items.

Reception and Front Desk Support

• Provide back-up front desk coverage to departments across the division as needed.

• On behalf of EMSA departments provide excellent customer service via email phone calls and in-person inquiries to students staff faculty and other community members.

Administrative Support

• Independently manage the VCEMSAs travel itineraries and materials needed for meetings and events.

• Ensure all travel arrangements are made in compliance with University and departmental policies and procedures. Coordinate with EMSA Operations team on travel reimbursements.

• Serve as purchaser and procurement card holder for the Vice Chancellors Office including tracking and re-ordering office supplies as needed.

• Assist with Division-wide events where all staff are asked to participate

• Participate in relevant UW and EMSA events and activities.

• Participate in other relevant UW and EMSA working groups and communities of practice.

• Perform other related duties as assigned.

MINIMUM REQUIREMENTS:

• Bachelors degree in education business or a related field and at least two years of progressively responsible experience in administrative or executive support roles.

Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements such as a license/certification/registration.

ADDITIONAL REQUIREMENTS:

• Demonstrated organizational proficiency and excellent interpersonal skills; must be able to work successfully in a team environment as well as independently.

• Strong communication skills and ability to communicate and work appropriately with internal and external constituencies including students faculty staff students student groups and community.

• Demonstrated self-starter and able to manage competing priorities and communicate effectively.

• Demonstrated ability to maintain confidentiality and resolve highly sensitive issues.

• Ability to prioritize work based on knowledge of office needs.

• Ability to work in an organized and professional manner under multiple deadlines and stressful situations; uphold the professional protocol set by the office and handle sensitive information in an appropriate manner.

• Ability to problem-solve be detail-oriented take initiative anticipate needs set priorities manage multiple projects and exercise independent judgment.

• Advanced experience with personal computer Microsoft Office Suite (Microsoft Word Excel Outlook and PowerPoint) complex calendar management and the Internet.

• Demonstrated project management skills.

• Demonstrated expert writing skills.

DESIRED EXPERIENCE:

• Experience in a higher education environment or a similar highly bureaucratic organization.

CONDITIONS OF EMPLOYMENT:

• Occasional hybrid (2 days/week telework)

• Regular business hours or as agreed with the supervisor.

• Available to work occasional weeknights and weekends.

• Must have regular and reliable transportation for local travel and willing to travel when necessary.

• Frequent local travel expected.

• During Events (from setup to tear down) or on Event days:
  - Ability to stand 4 or more hours continuously.
  - Ability to walk 4 or more hours continuously.
  - Ability Standing:duration of 4 hours for events
  - Ability to work greater than a 10-hour day

Compensation Benefits and Position Details

Pay Range Minimum:

Pay Range Maximum:

Other Compensation:

Benefits:

Temporary or Regular

FTE (Full-Time Equivalent):

Union/Bargaining Unit:

About the UW

Working at the University of Washington provides a unique opportunity to change lives on our campuses in our state and around the world.

UW employees bring their boundless energy creative problem-solving skills and dedication to building stronger minds and a healthier return they enjoy outstanding benefits opportunities for professional growth and the chance to work in an environment known for its diversity intellectual excitement artistic pursuits and natural beauty.

Our Commitment

The University of Washington is committed to fostering an inclusive respectful and welcoming community for all. As an equal opportunity employer the University considers applicants for employment without regard to race color creed religion national origin citizenship sex pregnancy age marital status sexual orientation gender identity or expression genetic information disability or veteran status consistent with UW Executive Order No. 81.

To request disability accommodation in the application process contact the Disability Services Office at or .

Applicants considered for this position will be required to disclose if they are the subject of any substantiated findings or current investigations related to sexual misconduct at their current employment and past employment. Disclosure is required under Washington state law.