Req #: 243401

Department: UW ADVANCEMENT: UW BOTHELL

Appointing Department Web Address: https://www.uwb.edu/advancement

Job Location Detail: Hybrid schedule of three days in the office per week

Posting Date: 02/06/2025

Closing Info: Closes On 02/13/2025

Salary: $6,730 - $7,084 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. (https://hr.uw.edu/benefits/wp-content/uploads/sites/3/2018/02/benefits-professional-staff-librarians-academic-staff-20230701_a11y.pdf)

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.

For over 160 years, the University of Washington has been a hub for learning, innovation, problem solving and community building. Supporting this legacy and important public mission—with the goal of making the UW the world’s greatest public university, as measured by positive impact—guides everything we do in University Advancement (https://www.washington.edu/advancement/) . Bringing together development; alumni and stakeholder engagement; marketing and communications; and advancement operations, we advance the UW’s impact by developing meaningful connections that foster pride, advocacy and philanthropic support.

The University of Washington Bothell’s 30-person Advancement division is comprised of Development, Marketing & Communications, Alumni & Stakeholder Engagement and Ceremonies & Events. Working together, the Advancement division propels UW Bothell’s mission and goals forward by advancing the campus’ reputation, resources and engagement opportunities.

The UW Bothell team has an exciting opening for an Executive Assistant. This is a full-time, permanent position.

The Executive Assistant to the Vice Chancellor for Advancement (VCA) plays a critical role in the day-to-day operations and overall success of the UW Bothell Advancement division. The Executive Assistant is a trusted advisor to the VCA and helps deploy the VCA’s time and talents in the best possible ways. This position carries out a broad range of duties and responsibilities, including, but not limited to, executive scheduling and briefing, executive communications, special project coordination, complex event and meeting coordination, travel planning and managing other personnel-related administrative functions.

What You Will Do: Relationship Management (40%)

• Build trust-based relationships with Advancement leadership, campus leadership and key external partners. • Draft correspondence for campus distribution on behalf of the VCA and manage workflow. Review all documents for signature, format, accuracy, compliance with procedural instructions and inclusion of background material. • Manage the VCA’s email inbox and respond with delegated authority on behalf of the VCA to inquiries or resolve issues based on knowledge of the VCA’s views and policies. • Advise the VCA on high-level matters of importance for the Advancement division and UW Bothell and make recommendations for action. • Represent the VCA at meetings and events, as necessary, and develop materials and documentation to facilitate decisions by the VCA and other Advancement staff.

Administration and Operations (20%)

• Oversee and manage the VCA's complex and issue-sensitive schedule, including evaluating the need to reschedule, postpone or relocate meetings based on changing priorities and emerging issues. Highlight, investigate and summarize 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 the bi-monthly division-wide in-person and virtual meetings and twice-annual division retreats , including setting agendas based on knowledge from Advancement Leadership Team (ALT) meetings and VCA priorities. • Maintain a clear understanding of all programs and projects operating under the VCA's purview to provide efficient support and respond to requests proactively. • Serve as a subject-matter-expert to the Advancement division regarding personnel policies and procedures; staff development and concerns; and other organizational needs.

Chancellor’s Philanthropy Leadership Council & Honorary Board Support (20%)

• Serve as the primary liaison with Council and Board members, building a positive and responsive relationship with each member and facilitating the VCA’s relationships. • Carry out stewardship and appreciation processes to welcome new members and renew existing members annually. • Develop and maintain the annual calendar of meetings and remain in close communication with all members about key dates.

Administrative Support (20%)

• Independently prepare agendas and materials for staff and senior leadership meetings on the VCA’s behalf. • Independently manage the VCA’s travel itineraries and materials needed for meetings and events. • Ensure all travel arrangements are made in compliance with University and departmental policies and procedures. • Perform other related duties as assigned.

MINIMUM REQUIREMENTS

Bachelor’s degree AND at least three years of 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. What You Bring:

• A track record of working on complex and demanding calendar scheduling, preferably in support of a team leader or department leader. • Ability to communicate and work with internal and external constituencies, including students, faculty, staff, the community, donors and prospects. • Demonstrated ability to maintain confidentiality. • Ability to make decisions in ambiguous situations and exercise good judgment in a fast-paced, dynamic, deadline-driven environment in an organized and professional manner. • Ability to work independently, problem solve, take initiative, set priorities and handle multiple projects efficiently and effectively. • Proficiency in Microsoft Office for general office tasks, including correspondence, special reports and spreadsheets. • Experience with project management tools such as Asana and SharePoint for file management. • Regular and reliable transportation for frequent local travel and willingness to travel when necessary.

What You Can Expect:

• Hybrid work schedule of three days in the office per week based on team and business needs. • Workload and times may vary, including occasional evenings or weekends. • Cubicle/shared workspace environment that may result in higher noise levels and visual distractions.

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 log into your “My Jobs” page. If you choose 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.

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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.