Administrative Coordinator (Temporary)

University of Washington • Seattle, WA

2d • Hybrid

About The Position

F or 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 . 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. Alumni and Stakeholder Engagement (ASE), working in collaborative partnership s with the UW Alumni Association , UW Retirement Association and the University Book Store , fulfills its mission to advance higher education in the state of Washington and to support the UW through impactful, broad-based engagement with alumni, students, retirees and friends of the University. This starts with creating a culture of belonging within our organization that values the diverse experiences and expertise of our team members, allowing everyone to thrive and to contribute their unique talents as we strive to achieve our shared goals. Alumni & Sta keholder Engagement has an exciting opening for an Administrative Coo rdinator to support two executive leaders . This is a full-time , temporary , union-contracted position lasting for one (1) year . The Administrative Coordinator provides executive-level administrative and project support for two executive leaders: the Assistant Vice President for Engagement and Assistant Vice President for Marketing and Communications (AVPs) . This position also provides general administrative support for the Alumni & Stakeholder Engagement team . This role’s primary responsibility is the schedule and calendar management for two Assistant Vice Presidents within the Alumni & Stakeholder Engagement unit. Th e Administrative Coordinator will also be re s ponsible for a broad range of duties, including project coordination, leadership and departmental scheduling and briefing, coordinating day-to-day activities and other administrative functions .

Requirements

• High School or GED AND three years of office or administrative support experience.
• Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration.

Nice To Haves

• Exceptional organizational and project management skills.
• Ability to manage complex calendars, coordinate meetings and handle multiple tasks in a fast-paced, deadline-driven environment.
• Strong written and verbal communication skills. Ability to express ideas clearly, empathetically and professionally across various formats and audiences.
• Proficiency in Microsoft Office Suite for managing correspondence, reports, schedules and presentations.
• Attention to detail, accuracy and demonstrated ability to prepare high-quality materials and manage logistics with precision.
• Ability to work independently and exercise sound judgment.
• Adept at setting priorities, solving problems and taking initiative with minimal supervision.

Responsibilities

• Administrative & Scheduling Support (50%) Support the com plex calendar and scheduling needs of two Assistant Vice Presidents . This includes coordinating meetings and events with internal and external stakeholders . Me etings may include individua l partici pants o r smal l to large groups of stakehold ers. Be proactive in identifying and resolving calendar conflicts . Use sound judgement based on identified priorities and available information when scheduling and rescheduling appointments, as necessary . Organize team meetings, including logistics , prep materials, meeting minutes and follow-up items . Arrange travel and process expense reimbursements for AVPs in a timely manner . Draft and prepare correspondence, acknowledgments, reports and sensitive communications. C ompile and organize materials for AVP s participation in high-level meetings, including UWAA Board of Trustees sessions. Provide back-up calendar and administrative support to the Vice President for Alumni and Stakeholder Engagement , as needed.
• Project Coordination 30% Support AVPs in managing and coordinating team-related projects and programs. Track project timelines, monitor action plans and follow up with team members to ensure deadlines are met. Assist ASE-wide initiatives and tasks, as assigned.
• Research, Analysis and Planning 10% Contribute to planning, administration and special project management.
• Other duties as assigned 10%

Benefits

• Benefits: For information about benefits for this position, visit https://www.washington.edu/jobs/benefits-for-temporary-per-diem-and-less-than-half-time/

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED