Administrative Specialist, UWINCO

University of Washington • Seattle, WA

33d • $80,004 - $110,004

About The Position

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 Administrative Specialist position serves as the executive principal assistant to the Chief Investment Officer ("CIO") and Chief Operating Officer ("COO"), directly managing and coordinating the communications, scheduling and daily responsibilities in the areas of executive administration support, travel management, and business operations. This position reports directly to the CIO. With delegated authority, this position has primary management of the CIO’s schedule, demonstrating strong working knowledge of operational areas of responsibility, strategic priorities and constituencies’ relations. In addition, this role oversees the UWINCO team's DEI initiatives to provide education and awareness to the team. A high level of professional discretion is crucial to this position and its interactions with senior UW leadership, UWINCO Board members, members of the investment community and the general public. This position requires a high-level of independent judgement in planning and decision-making with regard to all aspects of administrative and business operations within the UWINCO office. Must employ strong problem solving skills and be capable of managing multiple and competing priorities with frequent tight deadlines skillfully, accurately and confidentially while demonstrating discretion and independent judgement in all areas of operation. Flexibility to work long hours if needed. Ability to process large volume of emails daily for CIO. The UWINCO Office manages over $9 billion of endowment, operating and life income funds. Theses positions interact regularly with the UW Board of Regents and UWINCO board members. The decisions made by these groups have an extremely significant impact on the financial health of the University, and the administrative positions are integral to the ability of the UWINCO Team, Chief Investment Officer (CIO), Board of Regents and UWINCO Board to make decisions regarding the University’s investments.

Requirements

• Bachelor’s degree
• 4 years of experience providing administrative support to executive leadership or related experience. Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration.
• Demonstrated professionalism, discretion and initiative in carrying out the responsibilities of the position in a confidential manner.
• Ability to maintain a high level of confidentiality.
• Experience planning complex trips and meetings (domestic and international) for multiple individuals simultaneously.
• Self-directed individual with a strong work ethic and service orientation. Ability to anticipate the needs of the unit and respond proactively.
• Excellent oral and written communication skills in an environment requiring diplomacy and judgement in managing interactions with individuals at all levels inside and outside the organization.
• Ability to adjust to rapid changes and execute fluid management of multiple priorities in a dynamic environment.
• Demonstrated success in roles requiring strategic, creative thinking and problem solving, as well as attention to detail and the ability to manage multiple priorities in a highly dynamic environment.
• Demonstrated proficiency in Microsoft Word, Excel, and PowerPoint, Outlook, electronic mail, web searches and electronic calendar programs.

Nice To Haves

• C-suite experience highly desired.
• Familiarity with investment management concepts and terminology.
• Familiarity with University systems and procedures, particularly travel.

Responsibilities

• Serve as Principal Assistant and confidential liaison to UWINCO CIO and COO. Provide high level direct, confidential, executive administrative support, project management and analysis which includes handling of confidential and sensitive information.
• Proactively manage complex schedules based on changing priorities and emerging issues, exercising independent judgement in prioritizing needs and events including negotiating conflicts and evaluating the need to reschedule, postpone or relocate meetings. Initiate coordination of meetings, including management of all logistics and planning. Handle all scheduling in a timely and accurate manner. Ensure CIO/COO are fully briefed on agenda items and receive all required materials.
• Manage day to day operations for the office of the CIO. Draft correspondence and prepare communication materals for internal and external distribution. Plan and attend team meetings; initiate preparation of meeting materials including agenda, presentations, and research. Maintain meeting records and gather background information in a timely manner. Bring outstanding issues to the CIO's attention.
• Track and manage mail and correspondence, including very heavy volume of electronic mail, throughout the day. Take action as needed, including drafting responses and utilizating professional discretion in providing, reviewing and routing as appropriate, ensuring CIO and others are aware of matters requiring their attention. Exercise discretion and independent judgement in dealing with sensitive issues involving the general public, investment managers and consultants.
• Liaise with Board of Regents office in coordinating meetings between Regents and UWINCO.
• Read and stay current with daily investment news including Bloomberg news, company websites and other sources. Manage research projects as assigned.
• Exercise independent judgement in responding to a wide variety of non-routine matters.
• Create internal DEI team to facilitate education and awareness.
• Lead all staff DEI meetings; independently choose discussion topics and various meeting formats.
• Research new recruiting avenues for team.
• Facilitate all staff book reading; create small group discussion topics.
• Attend DEI webinars and meetings to increase knowledge of current issues.
• Manage coordination and travel planning, both domestic and complex international trips, for CIO and other team members. Evaluate most advantageous flight routes and balance with need for low cost options and flexibility for last minute changes. - Develop understanding of International Visa requirements, application process and deadlines.
• Independently construct travel itineraries in accordance with University policies and procedures.
• Process and track complex travel expense reimbursements, in accordance with University and state policies.
• Stay current with University and state policies with regard to university-sponsored travel. Responsible for creating, communicating and implementing new internal team travel policies as needed.
• Independently manage and execute special projects as requested by the CIO. Many projects delegated to this position are unique, confidential and may require exercising independent research and decision making.
• Track and reconcile monthly ProCard charges.
• Maintain a high level of professionalism and customer service in managing inquiries and coordinating responses. Manage multi-line phone system; exercise independent judgement in screening, triaging and escalating calls as appropriate, responding to calls from individuals at all organization levels, both internal and external stakeholders.
• Provide direct or back up activities of staff as needed and coordinate with team to accomplish the overall mission of the unit. Proactively coordinate workload within the office to ensure adequate team coverage and cross training is available at all times.
• Complete complex tasks and projects quickly utilizing the right mix of independent judgement and consultation with leadership. React with appropriate urgency and an unyielding sense of calm to situations that require a quick turnaround. Maintain a high level of tact, discretion and diplomacy.
• Other duties as assigned.

Benefits

• UW employees also enjoy outstanding benefits, professional growth opportunities and unique resources in an environment noted for diversity, intellectual excitement, artistic pursuits, and natural beauty.
• Benefits: For information about benefits for this position, visit https://www.washington.edu/jobs/benefits-for-uw-staff/

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level