Business and Administrative Manager

University of Washington Medical Center•Seattle, WA

13d•$69,720 - $78,000•Hybrid

About The Position

The Business and Administrative Manager supports the Office for Academic Personnel and Faculty’s Inclusive Excellence pillar through business management and senior-level administrative support. The role provides operations leadership and manages fiscal, operational, and communications responsibilities; manages the University of Washington’s institutional membership with the National Center for Faculty Development and Diversity (NCFDD); supports the UW ADVANCE Center for Institutional Change; and supervises student employees as needed. Responsibilities encompass day-to-day program logistics and long-term operations planning. Reporting to the Associate Vice Provost for APF Inclusive Excellence, the position may also receive assignments from the Director of UW ADVANCE and other APF leaders. The manager exercises administrative judgment and project-management skills, works independently under general direction and within University policies and procedures, and establishes and maintains administrative policies and procedures for APF Inclusive Excellence. The role leads administrative and operational activities, manages project timelines and relevant data, and maintains communications and information sharing with other parts of APF. It requires working knowledge of University policies and practices related to faculty recruitment, retention, and success, as well as fiscal reporting and records retention. The position supports APF’s efforts to recruit and retain an inclusive faculty across UW’s three campuses, support faculty throughout their careers, and provide career resources to university units. It is hybrid, with an expected schedule of three days in the office and two days remote per week; office space is on the UW Seattle campus.

Requirements

Bachelor’s degree; equivalent education and/or experience may substitute where permitted.
At least three years of management experience in a university or similar setting; equivalent education and/or experience may substitute where permitted.
Ability to work well in teams and as a team leader or facilitator.
Strong organizational skills and attention to detail.
Experience leading and managing multiple projects.
Experience managing multiple budgets.
Adaptability and ability to act quickly when circumstances demand.
Excellent verbal and interpersonal communication skills.
Strong writing skills, including communicating in diverse written formats and media and tailoring messages to varied audiences.
Proficiency with Microsoft Office and electronic calendaring systems.
Proficiency with Google Drive and Google’s work applications, such as Docs and Sheets, and other cloud-based applications such as OneDrive or SharePoint.
Working knowledge of University policies relevant to faculty recruitment, retention, and success.
Working knowledge of appropriate fiscal reporting and records retention.
Ability to act independently, responsibly, and efficiently under general direction and within University policies and procedures.

Nice To Haves

Advanced degree in education administration or a related field.
Familiarity with faculty and staff hiring processes.
Experience managing and updating web pages.

Responsibilities

Assist in developing and implementing policies, strategic plans, educational programs, and resources to recruit, retain, and support a diverse and inclusive faculty.
Assist in compiling and analyzing annual faculty data from national sources, UW sources, and EOAA reports.
Maintain knowledge of relevant University policies and procedures.
Develop, interpret, and implement operational policies and procedures for APF Inclusive Excellence, including UW ADVANCE.
Help manage the AVP’s and Center Director’s calendars.
Triage requests to Inclusive Excellence, responding on behalf of the AVP and Center Director or escalating requests as needed.
Update and maintain the Inclusive Excellence and UW ADVANCE websites in coordination with APF website and communications staff.
Develop strategic public relations materials with the APF communications team.
Manage program listservs, calendars, databases, and spreadsheets.
Assist with revisions to the Handbook of Best Practices for Faculty Searches and update the online Toolkit.
Prepare annual reports on APF Inclusive Excellence work.
Assist the AVP, as needed, in serving as a liaison to the Office of Minority Affairs and Diversity.
Establish and maintain collaborative relationships with units interacting with Inclusive Excellence, including the Executive Office, deans’ offices, departments, and UW HR.
Supervise graduate and/or undergraduate student assistants as needed.
Set event-planning timelines, identify tasks, deadlines, activities, and personnel, and ensure deadlines are met.
Coordinate event operations with the Executive Office Shared Environment and the VP for APF, including purchasing, forms, worktags, and approvals.
Create, distribute, and manage event communications.
Lead event logistics, including calendaring, room scheduling and setup, speaker coordination, event materials, communications, RSVP and participation tracking, equipment, catering, and evaluation surveys.
Develop a programmatic calendar and coordinate it with APF and other UW units’ faculty-related event calendars.
Manage vendor contracts and ensure proper contract execution and payment.
Liaise with the Associate Director for Finance, Executive Office Shared Environment, to monitor and track commitments and expenditures.
Work with the Executive Office’s Associate Director for Finance and Business Operations to manage spreadsheets and compile correspondence for the Faculty Advancement Initiative.
Work with the Associate Director for Finance and Business Operations to prepare budget projections and scenarios for decision-making.
Manage UW’s institutional membership with NCFDD and coordinate NCFDD outreach to the UW community.
Track relevant budgets and maintain correspondence supporting UW participation in NCFDD programs, including the Faculty Success Program and Post-Tenure Pathfinders.
Perform other duties as assigned.