Business and Administrative Manager

University of Washington•Seattle, WA

11d•Hybrid

About The Position

The Business and Administrative Manager supports the Office for Academic Personnel and Faculty (APF), serving as business manager and senior-level administrative support for the Inclusive Excellence pillar. 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. The manager handles day-to-day program logistics and long-term operations planning, establishes and maintains administrative policies and procedures, leads operational activities, manages project timelines and data, and coordinates information sharing across APF. The position supports efforts to recruit and retain an inclusive faculty across UW’s three campuses and to provide resources for faculty and academic personnel throughout their careers. The role requires working knowledge of relevant faculty recruitment, retention, fiscal reporting, and records-retention policies; independent and responsible judgment under general direction; and effective communication, project management, and collaboration skills. This hybrid position is based at the UW Seattle campus, with an expected schedule of three days in the office and two days remote per week. It reports to the Associate Vice Provost for APF Inclusive Excellence and may also receive assignments from the Director of UW ADVANCE and other APF leaders. The position is regular, 100% FTE, and works first shift. The role’s work is organized across operations management (35%), events management (25%), awards and commitments management (25%), and NCFDD management (15%).

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 for varied audiences.
Proficiency with MS Office and electronic calendaring systems.
Proficiency with Google Drive and Google work applications such as Docs and Sheets, and cloud-based applications such as OneDrive/SharePoint.
Respect for and interest in contributing to the UW’s mission.

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.
Compile and analyze annual faculty data from national sources, UW sources (APF/HR), and EOAA reports.
Maintain knowledge of relevant University policies and procedures and 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, respond on their behalf, or escalate requests as appropriate.
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 its online Toolkit.
Prepare annual reports on the work of APF Inclusive Excellence.
Assist the AVP, as needed, in serving as a liaison to the Office of Minority Affairs and Diversity (OMA&D).
Establish and maintain collaborative relationships with units interacting with Inclusive Excellence, including executive offices, deans’ offices, departments, and UW HR.
Supervise graduate and/or undergraduate student assistants as needed; perform other duties as assigned.
Set event-planning timelines, identify tasks, deadlines, activities, and personnel, and ensure deadlines are met.
Coordinate event operations with the Executive Office Shared Environment (EOSE) 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, materials, 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 execution and payment.
Liaise with the Associate Director for Finance in the 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 relevant 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 the NCFDD and coordinate NCFDD outreach to the UW community.
Track relevant budgeting and maintain correspondence supporting UW participation in NCFDD programs, including the Faculty Success Program and Post-Tenure Pathfinders.