Executive Assistant to the Associate Dean for Research

Job description

**Job Description**

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.

The University of Washington’s **Information School** (iSchool) is seeking an **Executive Assistant to the Associate Dean for Research** (ADR) to provide complex, confidential administrative support to the ADR and coordination of Research Services activities.

This role requires the Executive Assistant to the ADR to understand the unit’s responsibilities and relationships and to create and manage efficiencies in the work processes of the Office of Research Services, in areas including infrastructure, workflow, policy, and procedures, and to maintain a fluid office environment that responds to the changing needs and foci of research in the Information School.

The Research Services unit provides research support for faculty and other researchers in the Information School conducting research in multi-disciplinary, multi-funded areas in the field of information science.

The Assistant is expected to be proactive in applying their special expertise or talents, speak up when they identify opportunities or concerns, and lead by taking actions that exemplify the Associate Dean for Research and the iSchool’s core leadership values.

This leadership may be expressed in diverse ways, reflecting the variety of styles and cultures that are represented by iSchool faculty and staff.

At the iSchool, we create an environment that fosters appreciation, mutual respect, and engagement among and between members of the iSchool, UW community, and beyond, with special attention to the needs of people from historically marginalized communities.

We envision a university in which all students, faculty and staff participate fully and meaningfully in campus life without being subjected to discrimination, bias or microaggressions.

We condemn any expressions of racism, sexism, homophobia, transphobia, ableism, or any other instance of bias and discrimination against marginalized individuals and groups.

**What You’ll Be Doing:**

Research Services Coordination

+ Manage and reconcile Research Services budgets, including the Research Seed Fund, Strategic Research fund, Open Access Publishing Fund and events budgets, totaling approximately $100,000 annually.
+ Create regular and ad-hoc reports of research activity and outcomes using information from a variety of administrative database sources.
+ Provide event coordination support for annual Research Fair, weekly Research Symposiums, and ad-hoc research events.

Administrative support for Associate Dean for Research

+ Serve as the initial point of contact for all inquiries to the Office of the Associate Dean for Research.

Attend to requests not requiring the specific attention of the Associate Dean.

Monitor activities and communication, assist with prioritizing time sensitive issues, and respond to all requests in a timely matter.
+ Prepare and manage regular Research Services meeting agendas, presentation materials, spreadsheets, figures, and other documents as needed.
+ Coordinate ADR meeting schedule and range of related activities: assist in planning, develop agendas, compile and organize relevant background materials, record minutes, develop reports, ensure any food and technical needs are properly authorized and coordinated, provide support for meetings as needed.
+ Coordinate travel arrangements for the Associate Dean.

Determine and prepare itineraries and support materials.

Complete supporting documents for reimbursement.

**Minimum Qualifications**

+ Bachelor’s degree in Communications, English, Business, Human Resources, Information Science, Library Science or related field.
+ Three years of experience in an administrative support role in a complex organization and/or support of executives.

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

**Additional Minimum Requirements**

+ Demonstrated ability to function independently while exercising skill and informed professional judgment.
+ Experience working with senior administrators and professionals.
+ Excellent communication skills, both written and verbal: demonstrated experience in proof reading and editing; the ability to communicate and be comfortable with a variety of individuals ranging from undergraduate students to corporate-level executives.
+ Demonstrated success in working with diverse populations.
+ Proficiency in the use of Google Suite, MS Office Suite (Outlook, Word, Excel, PowerPoint), Zoom, and Adobe applications (Acrobat).
+ Familiarity with online calendaring or scheduling system.
+ Must be highly organized and show a high level of attention to detail.
+ Excellent time-management and prioritization skills, with the ability to manage multiple and competing demands effectively.
+ Demonstrated ability to solve complex problems in a demanding environment.

**Desired Qualifications**

+ Prior work experience at the University of Washington or another institute of higher education.
+ Proficiency in the use of MS SharePoint.
+ Proficiency in Excel or other spreadsheet applications.
+ Experience with database and reporting tools.
+ Project management experience.
+ Event planning and coordination experience.
+ Knowledge of University of Washington policies and procedures, including those related to grants and contracts.

Experience with UW Systems particularly SAGE and Workday Finance.
+ Experience with federal grants and contracts policies and procedures.
+ Understanding of the academic research process and funding environment.

**Conditions of Employment**

+ This position requires the ability to work a flexible schedule to meet deadlines, and to manage and attend events as needed.

**Compensation, Benefits and Position Details**

**Pay Range Minimum:**

$61,512.00 annual
**Pay Range Maximum:**

$92,280.00 annual
**Other Compensation:**

-
**Benefits:**

For information about benefits for this position, visit https://www.washington.edu/jobs/benefits-for-uw-staff/
**Shift:**

First Shift (United States of America)
**Temporary or Regular?**

This is a regular position
**FTE (Full-Time Equivalent):**

100.00%
**Union/Bargaining Unit:**

Not Applicable

**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 world.

In 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 proud to be an affirmative action and equal opportunity employer (https://hr.uw.edu/eoaa/) .

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, gender expression, national origin, age, protected veteran or disabled status, or genetic information.

To request disability accommodation in the application process, contact the Disability Services Office at 206-543-6450 or dso@uw.edu .

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 (https://app.leg.wa.gov/RCW/default.aspx?cite=28B.112.080) .
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.

Required Skill Profession

Other General