EXECUTIVE ASSISTANT AND PROJECT ASSISTANT TO THE DEAN

Req #: 236037

Department: UW LIBRARIES

Posting Date: 06/25/2024

Closing Info

Open Until Filled

Salary: $5,276 - $7,000 per month

Shift: First Shift

Notes

As a UW employee, you will enjoy generous benefits and work/life programs. For a complete description of our benefits for this position, please visit our website, click here. (~~~ )

The UW Libraries is one of the largest and most innovative libraries in North America with extensive collections in print, electronic, and other formats. Providing services to three campuses, the UW Libraries also plays a significant leadership role regionally and throughout the profession. The UW Libraries is recognized for its excellent service, innovative learning and research spaces, collaborative approaches, extensive assessment efforts and diverse award-winning staff.

The Libraries has an outstanding opportunity for a Executive Assistant and Project Assistant to the Dean. To ensure consideration, apply by July 18th, 2024

The Executive Assistant (EA) and Project Assistant to the Dean of Libraries enhances the ability for the Dean and the senior leadership team (Libraries Cabinet) to focus on strategic outcomes and decision-making. The EA provides indispensable and timely administrative assistance to allow the Dean to fulfill the duties and expectations of a Dean at the University of Washington. The EA oversees the operations of the Dean's Office including coordinating communications and other official activities. The EA helps to coordinate the Dean's various scholarly and professional obligations, including presentations and meetings as well as key Dean-level communications and publications. The EA provides support for the senior associate deans, associate/assistant deans and other senior staff of the Libraries as appropriate, as well as specific projects sponsored by the Office of the Dean.

DUTIES AND RESPONSIBILITIES Support for Dean of Libraries and the Office of the Dean (50%)

• Act as confidential liaison and representative between the Dean and the full range of internal and external constituencies and offices with whom the Dean relates: Office of the President, Office of the Provost, staff, faculty, students, deans, associate and assistant deans, department chairs, vice presidents and vice provosts, donors, community groups, and professional organizations and peer groups. (e.g., Association of Research Libraries, OCLC, Big Ten Academic Alliance, Orbis Cascade Alliance, Council on Libraries and Information Resources)

• Independently manage the Dean's Office workflow; track incoming correspondence and tasks; provides responses and/or distribute to appropriate person or office for response; review, edit, and approve recognition letters, donor acknowledgements, etc. for the Dean's signature and disseminate notices on the Dean's behalf, both within and outside the University.

• Exercise independent judgment and discretion in scheduling appointments, committees and other meetings. Take steps to protect confidentiality and sensitive information/issues.

• Drafts, edits and reviews ongoing and special communications from the Dean and on behalf of the Office of the Dean, working closely with the Libraries internal and external communications staff.

• Respond to select emails on behalf of the Dean as well as manage information of a highly confidential nature, involving executive level staff, key volunteers, and University Library donors.

• Ensure that replies are handled personably, accurately, discreetly, and efficiently.

• Supports the Dean's travel arrangements including reimbursements, preparing itineraries, and researching and organizing appropriate materials.

• Oversee the maintenance of the Dean's administrative files, which serve as the official record of the Office of the Dean.

• Coordinate archiving, retention, and disposal of these files with the University Archivist.

• Support the technologies and software used by the Office of the Dean (e.g. Copier, Outlook and Microsoft Office programs) and serve as the primary contact with Libraries Information Technology Services.

• Ensures that public facing content on the Dean's Office and affiliated websites are current.

• Provides supervision for any Dean's Office staff and student employees when applicable. Support for Senior Associate Deans and Libraries Cabinet (30%)

• Prepare reports, correspondence, campus agreements, and other materials for use by the Dean and Associate Deans.

• Review and edit materials for policy consistency, appropriateness, accuracy and style.

• Organize and attend selected meetings such as the Libraries Cabinet. Prepare and distribute meeting notes, agendas and other materials.

• Prospectively manage, track and schedule agenda items and guests as required by strategic initiatives and leadership requests.

• Prepare and edit materials for senior leaders of the Libraries, working closely with the Assessment and Planning unit to ensure the integration of appropriate data.

• Research and gather information from appropriate sources to support the operations and initiatives of the Office of the Dean. Special Projects (20%)

• Under the direction of the Dean and senior leadership, oversees special projects and initiatives to ensure strategic and operational priorities progress in a timely fashion using appropriate project management tools and techniques.

• Exercises decision-making authority over projects that improve workflows and operations within the Dean's Office.

• Other related duties as assigned and needed. MINIMUM REQUIREMENTS

• Bachelor's degree in Communications, Business Administration or related area

• Two or more years of experience in an administrative role reporting directly to upper management.Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration. ADDITIONAL REQUIREMENTS

• Excellent written and verbal communication skills.

• Strong time-management skills and an ability to organize and coordinate multiple concurrent projects.

• Proficiency with office productivity tools and an aptitude for learning new software and systems.

• Flexible team player and willing to adapt to changes. DESIRED QUALIFICATIONS

• Experience working in a higher education environment Application Process: The application process 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 Work 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 access 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.

University of Washington is an affirmative action and equal opportunity employer. All qualified applicants will receive consideration for employment without regard to, among other things, race, religion, color, national origin, sexual orientation, gender identity, sex, age, protected veteran or disabled status, or genetic information.