Salary and benefits are competitive. Salary is commensurate with qualifications and experience.
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 University of Washington (UW) is proud to be one of the nation's premier educational and research institutions. Our people are the most important asset in our pursuit of achieving excellence in education, research, and community service. Our staff not only enjoys outstanding benefits and professional growth opportunities, but also an environment noted for diversity, community involvement, intellectual excitement, artistic pursuits, and natural beauty.
The Paul G. Allen School of Computer Science & Engineering, has an outstanding opportunity for an Assistant to the Director.
The Assistant to the Director provides executive level support and administrative functions for the Director of the Paul G. Allen School of Computer Science & Engineering. This position requires frequent and substantive interactions both within and outside of the University community. This position represents the Director and School's goals and interests, and provides support to the Director on issues of a sensitive and confidential nature. The Assistant to the Director serves as the primary contact for Academic Human Resources and manages all aspects of faculty searches, academic appointments, promotion and tenure, and visiting faculty appointments.
Director's Office Management and Operations
Support and represent the Director in a wide variety of capacities. Meet regularly with the Director to plan and coordinate department initiatives and activities.
Act as confidential liaison between the Director and the full range of internal and external contacts. Represents the Director, provides interpretation of policies and viewpoints using discretion and a high degree of judgment in communicating with all parties.
Advise the Director on current and emerging issues. Be alert to situations that require early intervention and attention. Provide the Director with background on and political nuances of situations. Using independent judgment and discretion, collaborate with other faculty and senior staff as needed.
Advise the Director of priorities and deadlines, formulate recommendations, and help problem-solve.
Assure continuity of Director's office responsibilities in the absence of the Director. Delegated decision making authority in the Director's absence to resolve issues, working with the Associate Directors and senior staff when appropriate.
Serve as a resource to the Associate Directors and senior staff, keeping them informed of on-going projects affecting the department.
Research, analyze and prepare materials for reports, correspondence and other materials for use by the Director, faculty and other senior staff members. Materials are often of a confidential nature; sensitivity, accuracy, and timeliness are critical to such information.
Manage and prioritize the Director's complex on-line calendar scheduling appointments without prior approval from the Director. Coordinate Director's activities and functions requiring frequent contact with other senior-level administrative and academic offices, national review panels, and international committees. Will also manage the calendar for the Associate Director of Development.
Independently screen and prioritize correspondence and telephone calls, routing or composing responses as appropriate, making independent judgments and using discretion to determine appropriate response based on knowledge of the Director's views. Ensure completion of requests and maintain communications links between the Director and others.
Independently research, analyze, and collect data for national surveys and other internal and external requests.
Manage the CSE Colloquia series (approximately 65 televised lectures per year). Coordinate VIP visits, meetings with Advisory Boards and other special events.
Hire, supervise and delegate projects to temporary staff and other CSE administrative staff as needed.
Academic Human Resources
Assist the Director with confidential academic personnel matters (e.g. leaves, promotion and merit increase recommendations and annual faculty evaluations). Requires knowledge of academic personnel policies, as outlined in the UW faculty code, for both tenure and non-tenure track faculty.
Serve as the resource for CSE faculty for academic personnel matters such as leave requests, outside consulting, intellectual property issues. Interpret UW, College of Engineering and CSE policies and procedures.
Serve as a resource for new faculty. Provide orientation for new hires and assists with coordination of household moves.
Manage the academic appointment and re-appointment process for tenure and non-tenure track faculty, adjunct, affiliate and visiting faculty appointments.
Manage visa requests and extensions for new faculty hires and visitors. Assist faculty with permanent residency materials.
Manage the faculty promotion and tenure process. Advise and support faculty members with preparation of their P&T (Promotion & Tenure) dossiers. Review dossiers to assure accuracy and completeness before they are submitted to the College of Engineering Promotion and Tenure Committee. Exercise confidentiality and follow policies in corresponding with reviewers.
Coordinate faculty recruiting efforts and joint department searches. Provide continuity for rotating chairs of the faculty recruiting committee. Participate in decisions regarding CSE policies and procedures for the recruitment process. Independently correspond with candidates, prepare complex interview schedules, schedule visit itineraries, logistics and travel. Utilize a specialized software tool to manage applications, letters of recommendation, reviewer's comments/decisions and final notice to applicants. Draft faculty recruiting reports for the Search Committee Chair.
Administer faculty voting on HR issues and independently follow through on necessary HR actions.
Other duties as required.
Bachelor's degree and a minimum of 5 years of progressively responsible experience in administrative management and support for a complex organization and/or executive support.
Proven ability to handle sensitive situations and highly confidential information with tact, discretion and diplomacy.
Highly organized with a professional yet accessible demeanor to represent the Director independently with tact and discretion.
Excellent written and oral communication skills. Demonstrated skills in writing, proofreading, and communications.
Ability to work independently, manage priorities, handle multiple projects, problem solve and exercise good judgment in a dynamic environment. Takes responsibility and initiative to set and meet goals, objectives and obligations.
Proven experience working in a fast-packed and deadline driven environment.
Proficiency with use of computers, experience with Excel, PowerPoint, electronic mail, and Internet systems.
Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration.
Familiarity with University policies, procedures and systems, including UW Academic HR, UW Handbook/Faculty Code, and International Services (ISO) policies and procedures.
Experience processing UW faculty appointments.
CONDITIONS OF EMPLOYMENT:
Appointment to this position is contingent upon obtaining satisfactory results from a criminal background check
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 Work Authorization, Criminal Conviction History, 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.
Founded in 1861, the University of Washington is one of the oldest public institutions in the west coast and one of the preeminent research universities in the world. The University of Washington is a multi-campus university comprised of three different campuses: Seattle, Tacoma, and Bothell. The Seattle campus is made up of sixteen schools and colleges that serve students ranging from an undergra...duate level to a doctoral level. The university is home to world-class libraries, arts, music, drama, and sports, as well as the highest quality medical care in Washington State and a world-class academic medical center. The teaching and research of the University’s many professional schools provide undergraduate and graduate students the education necessary toward achieving an excellence that will serve the state, the region, and the nation. As part of a large and diverse community, the University of Washington serves more students than any other institution in the Northwest.