ASSISTANT TO THE CHAIR, Mechanical Engineering-Operations

University of Washington•Seattle, WA

23h•Onsite

About The Position

The Department of Mechanical Engineering has an outstanding for an Assistant to the Chair to join their team. Reporting to the Department Chair, the Assistant to the Chair (ATC) provides high-level administrative and operational support to advance the priorities of the Department of Mechanical Engineering. This role requires sound judgment, discretion, and the ability to independently manage a wide range of responsibilities in a fast-paced environment. Serving as a key liaison, the ATC represents the Chair and the department to faculty, staff, students, external partners, and University leadership through written communications, meetings, and events. The position also plays a central role in tracking and advancing strategic projects and initiatives on behalf of the Chair. In addition, the ATC provides administrative and operational support to the Department Administrator as needed.

Requirements

Bachelor's degree in Business, Public Administration or related field
Two years progressively responsible experience in administrative management and/or executive support.
Demonstrated ability to work independently in a fast-paced environment.
Strong interpersonal skills with demonstrated ability to handle sensitive situations with tact and discretion.
Excellent verbal and written communication skills.
Ability to manage up: communicate with department leadership relevant policies and procedures.
Experience with Microsoft Office and Google suite applications.
Strong emphasis on responsiveness and providing excellent customer service.
Excellent time management, organizational and decision-making skills.
Ability to be self-motivated and exercise independent judgment and decision-making skill.
Proven ability to juggle multiple projects with critical overlapping deadlines.

Nice To Haves

Experience in a higher education environment.

Responsibilities

Act as liaison for the Chair with key University officials, faculty, staff, students, industrial contacts, foundations, government representatives, and the general public.
Communicate frequently with the Chair, keeping them appraised of deadlines, policies, changes in policies, and any other relevant information coming from the Dean’s Office or central university offices.
Manage the Chair's schedule: organize activities, schedule and set meetings at the department, college, university community and national level, ensuring that the Chair's priorities and obligations are met.
Prepare supportive background materials for the meetings and provide relevant background details.
Coordinate travel arrangements for Chair; arrange for all contacts and meetings at the travel destinations; ensure that all travel objectives are accurately and completely carried out; process travel requests and reimbursements.
Keep relevant stakeholders appraised of the Chair’s travel and impacts to timelines and processes.
Compose and edit correspondence, memos and reports in a concise and succinct manner for the Chair's signature, which are often times of a confidential and sensitive nature.
Gather data relevant to the department and prepare project surveys and/or summaries and reports as requested.
Assist the Chair with administrative functions related to advancement including direct interaction with donors and UW advancement offices.
Communicate with donors and advancement office staff, handling inquiries regarding alumni, tracking, special reports, etc. (via Advance).
Write thank you letters on behalf of the Chair for gift received from donors.
Manage department academic human resources processes for tenure/tenure-track, teaching and research faculty, adjunct and affiliate faculty, visiting graduate faculty and postdoctoral fellows.
Ensure annual reappointments of adjunct and affiliate faculty and maintain a schedule for reappointments, promotions and other changes in faculty status (retirements, leaves of absence, sabbaticals).
Manage department's promotion and tenure process in Interfolio.
Manage the department's merit review and peer review processes, including: establishing timelines, coordinating meetings, and ensuring timely completion.
Provide faculty with the appropriate format to update their CV for the meeting; collect updated CVs from all faculty prior to merit review meetings.
Coordinate collection of data for faculty database management system.
Provide administrative support with position requisition and advertisement placement, administrative support to the search committee, search closing and preparation of hiring packets.
Coordinate the interview process for faculty searches.
Prepare faculty offer letters and other hiring paperwork.
Using Interfolio, organize and coordinate process through final hire and relocation of successful candidate.
Coordinate and manage the process for faculty and staff reporting of outside professional activities (1460 and 1555 forms).
Coordinate permanent residency and visa applications and renewals for all foreign faculty, visiting faculty and postdoctoral researchers and staff.
Act as department level VISIT/VISER coordinator which includes tracking and gathering information and documentation, reviewing documents to make sure they meet criteria, preparing documents for department level signatures and Dean’s level signature.
Work closely with the Administrator, Payroll Coordinator, and the COE HR office to resolve AHR administrative or pay issues.
Attend Monthly Assistant to the Chair meetings with the CoE Dean’s Office and attend other relevant trainings.
Hire, train, assign duties, supervise, and conduct performance evaluations for 1.0 FTE Office Manager (Administrative Assistant 3).
Provide ongoing support and mentorship to enhance the effectiveness of the Office Manager in supporting the department operational needs.
Develop and maintain annual calendar of recurring activities, e.g., peer evaluations in early fall, affiliate appointments in early spring, merit evaluations in mid-spring, award nomination calendar.
Schedule and organize standing meetings; prepare agendas and minutes.
Organize annual all-day faculty retreat.
Coordinate faculty reporting of outside professional activities.
Oversee special departmental functions, events and departmental receptions as needed.
Organize and maintain the Chair’s files, central Department files and faculty personnel records in accordance with Departmental priorities and University Records Center policy.
Work with the Communications Manager on content details and editing of ME publications to assure accuracy and quality of content.
Coordinate outreach to alumni and general public, working with student services staff and Asst. Director of Publications to gather and distribute information as needed and initiate contact as requested by Chair.
Prepare and distribute surveys to alumni, businesses, students, and other groups as requested by Chair.
Other duties as assigned by the Department Chair and Administrator.