Executive Assistant Jobs

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 Department of Epidemiology (Epi) is a large academic and research department housed in the School of Public Health. The department has more than 60 core faculty at the cutting edge of research regarding critical public health topics such as infectious diseases, mental health, cardiovascular disease, cancer, maternal and child health, injuries and violence, nutrition, aging, and environmental, social and genetic determinants of health. The Department is committed to anti-racism-in our teaching, mentoring, research, administration, outreach, and practice. Epidemiology is an essential public health science that enables us to understand the distribution of health in different populations and factors associated with the presence and absence of health.
The Department of Epidemiology has an outstanding opportunity for an Executive Assistant. The Executive Assistant (payroll title: Administrative Specialist) will provide executive administrative support to the Chair of Epi, in addition to other members of Epi leadership. The Executive Assistant proactively determines the daily administrative needs, playing a critical role in supporting the operations of the senior leadership, with particular attention given to ensuring that the administrative support needs of the Chair are met and receive priority. The individual in this position requires a superior level of professionalism and customer service, with the ability to communicate confidentially and diplomatically, and must possess outstanding interpersonal and organizational skills, and be able to coordinate and collaborate across teams and with a wide range of external partners.
DUTIES AND RESPONSIBILITIES
Executive Support to the Chair and other Epi Leadership:75%

Exercise a high degree of judgment in communicating with all parties. Serve as Epi leadership’s liaison with the School of Public Health (SPH) Dean's Office, and other University administrative offices.

Be alert to situations that require early intervention and attention, using independent judgment and discretion, collaborating with others as needed.

With minimal supervision, proactively anticipate needs, asking questions and seeking clarification to ensure conflict-free and timely coordination of tasks and deliverables in support of the Chair and other Epi leadership.

Execute administrative tasks with alacrity and sound judgment.

Manage communications for the Chair; draft letters and memos and collaborate with Communications Director on internal and external communications. Prepare and distribute agendas, documents, and negotiated agreements, and proactively follow-through on related action items/next steps.

Manage the Chair's calendar; research, prepare and present necessary background materials to ensure that the Chair has been briefed prior to each meeting or event; identify shifting priorities and reorganize schedule appropriately.

Manage travel arrangements for the Chair; prepare and track associated expense reports.

Provide calendar support and manage Department-level communications for the Associate Chair and Administrator, as needed.

Provide administrative support to the Epi Leadership Team (Chair, Associate Chair, Administrator, EDI Faculty Co-Chair, Education Director, Graduate Program Director, Research Director) and serve as liaison between members of the Epi Leadership Team (ELT) and the full range of internal and external stakeholders.

Research, analyze, and prepare materials for use by members of the ELT in resolving complex or sensitive problems.

Plan, schedule, and coordinate logistics and collateral materials for Department meetings and special events, including monthly faculty meetings, ELT meetings, annual retreat, and annual faculty merit review meeting.

Work directly with Associate Chair and Academic HR (AHR) Manager to develop and maintain a robust faculty mentorship program- inclusive of orienting junior faculty on Department and SPH criteria regarding critical milestones for promotion; collaborate on development of associated resource materials, such as discussion and content guides.

Provide support across a broad range of Department events, in alignment with oversight from the Manager of Special Projects, and in tandem with the Department’s Student Academic Services team. Maintain inventories and provide access to event supplies and provide logistical support (when asked by the Manager of Special Projects) to students/faculty hosting Department events and activities.

Ensure compliance with University rules and regulations.
Support to Academic HR and Staff HR Managers:15%

Provide administrative support to the AHR Manager and the Staff HR Manager. Research, analyze, and prepare materials for use by the HR Managers in resolving complex or sensitive problems.

Assist AHR Manager with the faculty search process (e.g., liaise with candidates; arrange schedules, reservations, travel). Provide direct support to relevant search committees, as needed.

Assist AHR Manager with comprehensive oversight of Affiliate/Adjunct/Clinical faculty appointments, onboarding, and renewals: create offer letters; prepare materials for faculty meeting agenda; develop voting ballots; manage associated tracking spreadsheets and personnel files.

Assist AHR Manager with annual administrative tasks related to the faculty merit review process, inclusive of: coordinate and schedule annual 1:1 review meetings with the Chair for appropriate faculty members; draft materials and collect evaluations of faculty; support overall prep and logistics for full faculty merit review meeting.

Maintain faculty website bios using FacBio and WordPress.

Provide administrative support to the Staff HR Manager and EDI Faculty Co-Chair to monitor and track anti-racism training completions by staff and faculty.

Maintain curriculum vitae (CV) for the Chair and faculty. Review and confirm faculty CVs are up to date and adhere to current formatting guidelines.

Assist Staff HR Manager with the staff search process (e.g., liaise with candidates; arrange schedules). Provide direct support to relevant search committees, as needed.

Manage the faculty and staff listservs and groups.

Maintain the faculty folder in the shared drive/database.
Office and Space Management: 10%

Monitor supply inventory, and proactively coordinate purchase of office supplies, kitchen supplies, and other specific order requests.

Collaborate with Administrator to manage Department offices and space: update office/workstation signage; manage Departmentally-maintained keys; message/coordinate with students on quarterly workstation assignments; manage Surplus and work/repair orders when needed.

Coordinate management and check-out of Department equipment (e.g., laptops, adapters, Bluetooth mics, etc.)

Develop, monitor, and maintain tracking tools for managing various inventories (e.g., space assignments, keys, equipment available for check-out, etc.)

Manage conference room reservation requests in [email protected] account.

Manage Department copier and printer codes; troubleshoot copier problems and escalate to other subject matter experts when required.

Check outgoing and incoming mail. Distribute mail, as needed.

Special projects, as required.

Other duties as assigned.
MINIMUM REQUIREMENTS:

Bachelor’s Degree in Social Sciences, Business, Human Resources or related field.

At least 2 years of experience inclusive of:
Administrative support to managers or executives in higher education or other field.
ADDITIONAL REQUIREMENTS:

Demonstrated ability to handle confidential information with tact, discretion, and diplomacy, and to maintain strict confidentiality.

Demonstrated ability to proactively solve problems, take initiative, set priorities, and handle multiple projects efficiently and effectively.

Strong interpersonal, leadership, and critical thinking skills.

Demonstrated ability to communicate professionally, clearly, and empathetically in all forms of communications, e.g., verbal and written, one-on-one, and in groups.

Experience working independently, and as both a member and leader of a team.

High degree of proficiency in Microsoft Office suite, especially in Outlook, Word, Excel, and SharePoint.

Ability to quickly learn and apply new or unfamiliar technologies.

Demonstrated ability to analyze, develop and implement process improvements.
Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration.
DESIRED QUALIFICATIONS

Experience with UW systems (e.g., Workday, ProCard, etc.) and procedures.

Experience or knowledge of Academic HR.

Experience working with a diverse group of people.

Willingness to learn new things and step up to a challenge.
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.