Assistant to the Associate Deans, Faculty Chair and Faculty Searches

University of Washington•Seattle, WA

6d•$65,004 - $75,000•Hybrid

About The Position

The College of Education has an outstanding opportunity for an Assistant to the Associate Deans, Faculty Chair and Faculty Searches to join their team. Reporting to the Executive Assistant to the Dean, the Assistant to the Associate Deans, Faculty Chair and Faculty Searches provides high level administrative and operational support to faculty leadership in the College of Education, including the Associate Dean of Academic Affairs, the Associate Dean of Research, the elected Chair of the Faculty Council, and faculty search chairs/committees. This role ensures efficient management of schedules, communications, projects and priorities, and provides critical support to the faculty governance process including direct support of open public faculty meetings and the faculty search process. The person in this role exercises independent judgment, discretion, and makes time-sensitive decisions on behalf of faculty leadership in a fast-paced academic environment. The Assistant to Faculty Leadership serves as a liaison between faculty leadership and internal/external stakeholders, consistently handling sensitive and confidential information, and partners across College of Education teams to deliver high-impact outcomes. This is a hybrid position with up to 2 remote days per week allowed.

Requirements

Bachelor’s Degree to include a minimum of at least 2 years of progressively responsible experience in administrative management and support for a complex organization and/or executive support.
Competency in time management, organization, multi-tasking, and attention to detail.
Informed judgment and maintenance of an elevated level of confidentiality with a high level of tact, discretion, and diplomacy.
Demonstrated initiative in resolving complex problems.
Ability to work independently with a high degree of reliability, accuracy, and productivity.
Advanced skills with Microsoft Office Suite (i.e., Outlook, Word, Excel, PowerPoint, SharePoint) and supporting record-keeping and complex meeting spaces.
Excellent verbal, written, communication and presentation skills.
A positive attitude to thrive and succeed in a fast-paced environment.
Ability to work across multiple levels of an organization to achieve results.

Nice To Haves

Experience in the field of education and working within an institution of higher education.
Experience with project management tools.

Responsibilities

Provide comprehensive administrative and operational support to the Associate Dean of Research and the Associate Dean of Academic Affairs, including calendar management, travel coordination, expense reporting, email management, data gathering, and professional correspondence in alignment with leadership priorities.
Develop and maintain confidential files; ensure appropriate retention and access controls.
Exercise independent judgment in scheduling and coordination decisions that optimize the Associate Deans’ time within delegated authority.
Anticipate needs, surface options, and recommend course of action.
Facilitate timely, clear communication across internal teams and with external collaborators, upholding commitments and deliverables.
Prepare and synthesize agendas, briefing materials, presentations for meetings and events, ensuring the Associate Deans are fully prepared for meetings, talks, travel and internal and external engagements.
As directed, independently develop and lead special projects and process improvement initiatives aligned with organizational goals.
Coordinate and provide executive support to College Leadership Team meetings attended by the Dean, Associate and Assistant Deans, Area Chairs and Chair of Faculty Council, including agenda preparation, background materials, taking and distributing meeting minutes and managing confidential materials, and ensuring follow up on action items.
Partner with the Executive Assistant to the Dean with planning and supporting college-wide events, special projects, and other tasks as requested.
Provide backup executive support for the Dean of the College of Education, operating with discretion and sound judgment in handling sensitive and high-level matters as needed.
Support the Chair of Faculty Council by managing and overseeing the annual scheduling of regular and ad-hoc Faculty Council meetings, monthly all-faculty meetings, and the annual all-faulty retreat.
Using a deep knowledge of college- and faculty-wide events, conferences and programs, ensure scheduling occurs in the appropriate sequence to mitigate conflicts and maximize faculty attendance at all governance meetings.
Manage the reservation of all meeting rooms, navigating around other events, meetings, and classroom instruction.
Ensure accessibility for in-person meetings and liaise with IT to provide, set up, and manage technology needs for hybrid meetings.
Apply knowledge of all policies and requirements governing the creation and management of public records, take minutes for all faculty governance meetings and oversee the timely posting of meeting agendas and minutes in compliance with the Open Public Meeting Act.
Utilize project management techniques and tools to track and monitor Faculty Council timetables, action items and goals throughout the academic year.
Manage the Faculty Council Committee & Service List to ensure accurate and consistent records and ensure timely, clear communication across faculty leadership teams.
In consultation with the Chair of Faculty Council, maintain Faculty Council administrative and governance practices that align with university requirements, and develop and disseminate supportive materials.
Onboard incoming Chairs and ensure knowledge transfer for incoming faculty leadership to ensure continuity and consistency in administrative operations.
Provide high-level administrative and organizational support to the faculty hiring process by partnering with search chairs to coordinate all phases of faculty searches, including scheduling search committee meetings, managing confidential materials, documenting decision-making and tracking next steps.
Representing the college, serve as the first point of contact with faculty search candidates, managing their application materials including confidential letters of recommendation, scheduling Zoom and in-person interviews ranging from small groups to college-wide presentations, and preparing and sending regrets letters.
Develop detailed itineraries in collaboration with search chairs and support multi-day candidate visits to include coordinating candidate travel, lodging and meals with finance staff, managing meeting and job talk logistics including securing rooms and technology needs for job talks.
Oversee and manage job talk recordings and candidate materials in the SharePoint Faculty Search site in coordination with IT/tech teams, ensuring effective use of tools for center wide communication and document management.
Manage the collection of faculty, staff and student feedback of candidates to search committees and communicate outcomes to stakeholders.
Model and promote a culture of service, collaboration, and continuous improvement across faculty leadership and administrative functions.
Perform other duties as assigned in support of faculty leadership and college priorities.