University of Washington TEAM ADMINISTRATOR - FOSTER ADVANCEMENT in Seattle, Washington
Req #: 193629
Department: FOSTER SCHOOL OF BUSINESS
Posting Date: 07/21/2021
Closing Info: Open Until Filled
Salary: Salary is commensurate with education and experience
Shift: First Shift
Notes: As a UW employee, you will enjoy generous benefits and work/life programs. For detailed information on Benefits for this position, click here. (https://hr.uw.edu/benefits/wp-content/uploads/sites/3/2018/02/benefits-professional-staff-librarians-academi-staff-20210208.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. With more than 3,000 students across 14 degree programs, 60,000 alumni contributing to companies’ and economies’ successes around the world, and based in one of America’s fastest growing and most vibrant cities, UW Foster provides an amazing opportunity for career success. Joining 28 professionals working across alumni engagement, development and marketing & communications, you will be part of a dynamic team adding momentum to a business school already on the move to becoming better together, better tomorrow. The Michael G. Foster School of Business has an outstanding opportunity for an Assistant to the Associate Dean. Provide senior-level administrative support in a confidential and professional manner to the Associate Dean for Advancement as well as the Foster School Advisory Board by tracking, reporting on and coordinating activity within the Foster School Advancement team and act on behalf of the Associate Dean for Advancement in their absence. Manage the flow of information between executive level advancement staff and serve as liaison between the Foster School and other units and individuals at the university, including but not limited to the Offices of the Vice President, Deans, and individual schools, colleges, and programs. Under the direction of the Associate Dean, this position is responsible for a broad range of duties in support of the Assoc. Dean and the Foster School Advancement team including, but not limited to delegated project management, Foster School Advisory Board oversight, occasional event support, executive scheduling and briefing, and other administrative functions. The Assistant to the Assoc. Dean must have the ability to work in a fast-paced environment with many complexities and at times, ambiguity. This position will work independently, initiating and performing complex and confidential projects, and have decision-making authority to ensure that the administrative function conforms to Foster School of Business best practices, as well as UW policies. As a member of the team, you would work together with us as we continue to build and sustain an inclusive, equitable and diverse work environment; and to develop experiences for our students where diversity is celebrated and valued. RESPONSIBILITIES: Schedule and Project Management • Manage Associate Dean’s involvement within and related to the Foster Schools fundraising programs, including the scheduling of complex, issue-sensitive meetings, arrangement of locations, gathering and distribution of pertinent information. This includes evaluating the need to reschedule, postpone or relocate meetings based on changing priorities and emerging issues. • Provide broad administrative support to the Assoc. Dean, to include but not limited to preparation of documents, spreadsheets, presentations, and correspondence. Track and manage timelines for projects and deliverables. • Assist the Associate Dean with the drafting and completion of briefing papers, proposals, and other substantive documents that relate to the cultivation, solicitation and stewardship of donors and prospects. • Maintain relationships with the Dean’s office, the central University Advancement executive offices, and other key stakeholders and partners across campus to ensure good working relationships and smooth operations. Collaborate with the marketing team as needed on events and initiatives in support of the Associate Dean. Convey a positive attitude and enthusiasm. • Design and prepare briefing documents for the Associate Dean for Advancement in advance of all scheduled meetings. Prepare meeting agendas for all meeting participants, ensuring the Associate Dean receives all required background materials. Initiate meeting follow up and report progress back to the Assoc. Dean. Anticipate needs of the Associate Dean. • Independently screen and prioritize all meeting requests; highlight, investigate and summarize key information for executive review. • Respond to all meeting inquiries in a timely, personable, accurate, and efficient manner. Skillfully refer internal and external inquiries, comments and/or complaints to the appropriate area. • Ability to anticipate leadership needs and proactively provide support, as necessary. • Arrange travel, make reservations, and prepare travel briefings. • Maintain and manage all programs/projects operating under the Assoc. Dean’s purview to provide effective support. Monitor action plans, maintain ticklers and track deadlines. • Establish, communicate, and follow effective administrative process. Identify opportunities to improve processes and create efficiencies. • Exercise a high degree of judgment in communicating with all constituents, Advancement staff, deans, directors, donors, and volunteers. Work closely with other Advancement administrative staff to provide coordinated administrative support. • Provide administrative support for Directors of Advancement weekly meetings. Coordinate logistics, agendas, and meeting materials and take meeting minutes. • Critically review and evaluate for accuracy and completeness material prepared for use by the Assoc. Dean. • Work closely with Advancement Administrator and provide back-up support in general office management. Financial and Administrative Management • Assist with the development and management of the annual budgets and monthly reports. Manage and continually improve the budget reconciliation process to ensure proper documentation to comply with policy and audit requirements. Ensure overall compliance with University regulations which govern financial activities. • Manage and coordinate gift and payment reception and deposits with Foster’s Office of the Dean, Foster Donor Relations and UW Gift Processing. • Make purchasing decisions and have authority for allocations of resources, i.e., travel and other reimbursements, office needs, and other expenditures. Review and reconcile ProCard expenses and other miscellaneous operating and discretionary expenses across Alumni Engagement, Corporate Relations, Development and Marketing & Communications. This may include processing reimbursements, department representation at related policy meetings, etc. • Build and maintain a comprehensive calendar of engagement opportunities across the school and potentially including key university events/offerings. Conversely, work with Foster School centers as well as MBA Program and Undergraduate Program offices in the Foster School to coordinate the yearly calendars to avoid conflicts for key Advancement dates (campaign events, Business Leadership Celebration, etc.). • Build and manage distribution channels for mass email appeals from the Advancement office (using Marketo or replacement system). • Initiate and perform complex and confidential projects within the Office of Advancement, demonstrating independent judgement and discretion with regard to the proper professional handling of such projects. • Work with the director and/or assistant director of corporate development to administer an internal corporate engagement committee focused on business development and shared information in support of robust corporate partnerships. This may include activities to enhance relationships through the Foster Corporate Partners Program. • Work with associate dean and departmental directors on monthly staff meeting planning, execution, documentation and follow-up, including identifying/scheduling guest speakers and contributing to team-building exercises. • Provide administrative oversight to the Editor of Foster BUSINESS Magazine, including distribution management (currently 48,000 alumni and friends) externally and internally. • Serve as lead point of contact for IT, Facilities and other internal business groups. • Build and maintain a comprehensive calendar of engagement opportunities across the school and potentially including key university events/offerings. Conversely, work with Foster School centers as well as MBA Program and Undergraduate Program offices in the Foster School to coordinate the yearly calendars to avoid conflicts for key Advancement dates (campaign events, Business Leadership Celebration, etc.). Foster School Advisory Board Relations • Provide leadership, direction, and support to the Advisory Board. • Oversee production of three quarterly board meetings. Work directly with the Dean, Assoc. Dean and Board Chair in calling meetings, setting, and coordinating agenda, inviting guests, securing speakers, and compiling and disseminating meeting information. • Collaborate with the Marketing & Communication team on event planning, including technology needs, room reservations, food, signage, board packets, day-of event support, etc. • Create and send meeting invitations. Create annotated agendas with show flow and talking points for meeting speakers. Convene planning check-ins and show run-throughs prior to meetings as appropriate. • Schedule individual or small group lunches and dinners for Board members with the Dean, Department Chairs, Professors, and senior level officials. Facilitate Board contact with senior level officials on campus. Arrange Board member participation on UW Foundation Board and other volunteer opportunities. Work with Assoc. Dean and Board Chair in recruiting and orienting new members. Supervision of Advancement Student(s) • Recruit, motivate and evaluate part-time student team members, with a preference for business majors. • Collect, prioritize and oversee projects assigned to student employees working in Foster Advancement Key Competencies: Core Effective communications: Expresses oneself clearly and empathetically in interactions with others in all forms of communication, i.e., verbal and written, one-on-one and group, etc. Interpersonal Awareness: Builds and maintains positive relationships and actively contributes as a member of working teams to achieve results. Professional Credibility: Takes responsibility for meeting goals, objectives, obligations, and solving problems while representing the mission, vision, and values of the organization. Critical Thinking: Obtains, analyzes, and evaluates information effectively in the face of ambiguity. Makes appropriate decisions based on relevant information and experience. Ethics and Trust: Models and upholds the values of candor, openness, inclusiveness, and honesty despite internal and external pressures. Acts consistently with Washington State ethical guidelines and organizational core values and beliefs. Valuing Diversity & Inclusiveness: Respects, values, and contributes to the UW’s commitment to inclusiveness and diversity. Functional Expertise Organizational Acumen: Able to size up a situation, balance reason and the interest of others, and act in a decisive, timely and appropriate manner that is congruent with the organization's values, goals, and mission to achieve success. Conflict Resolution: Works to resolve conflicts and differences through dialog and open communication in a timely manner; sees every difference as an opportunity for growth and change. Managing Conflict: Recognizes and addresses conflicts and disagreements in a safe and respectful environment, manages conflicts collaboratively, and builds consensus with the best interests. Lead Responsibilities: Budget oversight and reconciliation, support of board volunteer engagement and communication, project management that advances philanthropy, reputation and the professional network for UW Foster Supervisory Responsibilities: This position works closely with senior alumni and corporate partners, classified staff, professionals, faculty and deans while providing student employee supervision as necessary. The Administrative Specialist will leverage these team members in overseeing projects requiring high levels of collaboration and will be expected to assess needs and coordinate with internal partners to execute projects and attain goals effectively and efficiently MINIMUM REQUIREMENTS: Bachelor's degree and a minimum of three years of experience in administrative support or related field. Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration. ADDITIONAL REQUIREMENTS: • Proven ability to work well with leadership, high level administrators, volunteers, and community advisory committees. • Strong relationship-building skill, ability to work collaboratively within and across teams while also the ability to function highly independently. • Career experience in a professional office setting as part of a large, complex organization. • High proficiency in Microsoft Outlook and executive level calendaring experience. • Demonstrated strong computer skills, including proficiency with Microsoft Word, Excel, and PowerPoint for correspondence, special reports, spreadsheets, databases, forms, etc. DESIRED EXPERIENCE • Professional poise, judgment, and problem-solving skills. • Attention to detail, initiative, and timely follow-through. • Demonstrated ability to prioritize and manage time-sensitive tasks, projects, and workflow in a fast-paced, dynamic environment. • Experience organizing and maintaining electronic filing systems. • Ability to work well under pressure with short deadlines. • Knowledge of the integrated advancement model and alumni relations/development/advancement principles. • Knowledge of UW Advancement policies and procedures, including use of the development database software ADVANCE. CONDITIONS OF EMPLOYMENT • Ability to work evening and weekend hours, as necessary, on short or limited notice. • Must have regular and reliable transportation for local travel and willing to travel when necessary. • Ability to lift/move 20 pounds regularly and up to 40 pounds occasionally for event setup and tear down. • During Events (from setup to tear down) or on Event days: • Ability to stand 4 or more hours continuously • Ability to walk 4 or more hours continuously • Ability Standing: duration of 4+ hours for events • Ability to work greater than a 10-hour day 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.
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.