Executive Assistant To The Chief Of Police

The Executive Administrative Assistant to the Chief of Police must be able to manage the day-to-day administrative operations for Command staff. Managing this work requires a good working relationship with department leadership and members of their teams; the ability to convey information clearly and professionally both internally and externally; resilience and stability in stressful situation; and a high level of judgement sensitivity tact and diplomacy particularly when handling confidential matters that are critical to the University. The Executive Administrative Assistant must navigate the complexities of a high-impact and visible organization with professionalism and a commitment to upholding the values and mission of the UW Police Department. The successful candidate will demonstrate strong problem-solving and organizational skills and complete projects and assignments with minimal supervision to meet critical deadlines

Duties & Responsibilities:

Executive Administrative Support to the Chief of Police and the Deputy Chief

• Provide executive-level administrative support to the Command staff which includes the Chief of Police and the Deputy Chief while maintaining a high level of professionalism customer service and responsiveness in dealings with all department clients. This involves direct contact with heads and administrators of major administrative/academic departments faculty staff students and the general public.

• Manage communications for the Command staff including screening and triaging correspondence (mail email and phone) and applying independent judgement in directly responding to questions/requests or escalating to the Command staff or other Department Leadership team members as appropriate; draft proof and finalize letters and other formal correspondence for Command staff signature.

• Directly coordinate the Command staffs day-to-day activities to ensure effective schedule management; initiate and arrange special conferences meetings events and travel. Ensure Command staff are fully briefed on agenda items and have received all required materials. Research and prepare all necessary briefing documents for the Command staff and anticipate their needs.

• Maintain all Command suite files in accordance with Law Enforcement codes and University policies.

• Advise the Command staff on matters of importance to the Department and make recommendations for action.

• Establish and maintain excellent public relations with all constituencies.

Operational Support to the Department

• High-level organization and administrative support for the departments internal and external stakeholders; ability to juggle multiple tasks priorities and deadlines through effective time management and organizational skills.

• Effective and frequent communication and collaboration among various teams and proactively and independently following up on priorities and issues to ensure completion.

• Provide well-researched information and data through the preparation of regular reports to support decision-making. This requires analytical skills and the ability to synthesize complex information quickly.

• Serve as the key liaison with the Division on matters related to personnel hiring contracts finances and other matters. Demonstrate discretion and independent judgment in all areas of operation.

• Maintain accurate records documentation and reports and provide historical context as needed; handle all sensitive and confidential information with discretion and professionalism. Ensure the security and confidentiality of all information.

• Assist with Records Management duties to include final review of incident reports retrieve and submit Public Disclosure Requests to the Office of Public Records when requested and assist with the preparation of the Clery ASR (Annual Security Report) as needed.

• Other duties as assigned.

Special Projects

• Manage special projects as directed by the Command staff. Proactively provide regular status reports to the Command staff and other UWPD leadership on projects and issues highlighting key priorities identifying challenges and making recommendations or presenting solutions.

• Establish process for creating and updating Department policies.

Required qualifications:

• Bachelors degree in a related field and a minimum of 1 year of accumulated professional experience in executive-level support.

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

Desired qualifications:

• Experience working in an academic environment.

• Ability to be flexible meet deadlines and work independently in a team environment.

• Demonstrated organizational proficiency and ability to prioritize work.

• Demonstrated computer skills with both PC and Mac platforms and proficiency in content management systems (Word Press).

• Proficient with full Microsoft 365 suite specifically Word Excel PowerPoint Outlook Teams and SharePoint.

• Outstanding communication skills both written and verbal with the ability to interact professionally with diverse stakeholders.

• Knowledge or understanding of law enforcement procedures policies and practices.

• Self-motivated pro-active adaptable quick learner with keen attention to detail; able to work at high standards in a high-energy environment.

Working environmental conditions:

• Position is 100% onsite; on an infrequent basis position may be expected to be available for after-hours urgent calls

APPLICATION AND SELECTION PROCESS

A completed Personal History Statement will be required for those who progress to the Background Investigation Process. Detailed information requested includes:

Addresses of all residences;
Personal and Professional References;
Names and addresses of family members;
Arrests and criminal history;
Traffic driving record;
Military service;
Employment history;
Drug use;
Education history;
Memberships in professional organizations;
Financial information;
Copies of the following documents:

• High school diploma/GED certificate;
• Social Security card;
• Drivers License;
• Birth Certificate (Certified copy);

Any other documents certificates resumes performance evaluation reports etc. which show your abilities and training for the position

Additional UWPD screening which would include the following:

Personal History Statement

Criminal History/DOL Check

Background Investigation

Drug Screen

Fingerprints