Director, Dean: Business Office

University of Washington Medical Center•Seattle, WA

7d•$162,000 - $188,400

About The Position

The College of Arts and Sciences is one of the largest academic units at the University of Washington, Seattle campus. It includes thirty-eight academic departments as well as a number of non-academic units and is organized into four Divisions (Arts, Humanities, Natural Sciences & Social Sciences). The College is seeking to hire a Director of Administrative Support to support our vibrant teaching, research and outreach missions. In collaboration with the Dean of the College, the Divisional Deans, the Associate Dean for Finance and Administration, department chairs, and administrative support staff, the Director develops and implements strategies for the modernization of administrative support services across the College of Arts and Sciences. Specifically, the Director is responsible for establishing, evaluating, promoting and supporting two key aspects of administrative support in the College of Arts and Sciences: (1) on-site administrative support associated with departmental cohorts and (2) the Administrative Support Team (AST), the College’s shared services center specializing in transactional work associated with procurement, accounting, HR and payroll, foreign national visas, and help desk activities. The Director reports to and supports the Associate Dean for Finance and Administration, performing strategic, reporting and process improvement duties within the College’s multi-faceted administrative restructuring program. In this capacity, the Director (40%): Assists the Associate Dean for Finance and Administration with strategic planning, change management, escalations and special projects Articulates and promotes the cohort model’s and AST’s vision and goals among college departments and other campus offices Prepares regular status reports for and consults with executive staff regarding pertinent policies and processes Establishes standard operational guardrails and performance standards/metrics Evaluates issues and trends and works with staff to modify operational workflows and documentation as appropriate Other duties are particular to the planning and management needs of either AST or cohort administrative support. For the cohort administrative support, the Director (30%): Liaises with department chairs prior to the launch of new cohorts to identify and assess non-standard administrative support needs and modify job descriptions appropriately Recruits, onboards, trains and supervises the Administrative Assistant Supervisors to whom departmental support staff (Administrative Assistant 3’s) report Collaborates with and supports Administrative Assistant Supervisors in developing standardized training, systems and workflows, as well as policies and procedures for managing AA3 workload and assignments Attends cohort administrative support huddles to assess operations and offer support and encouragement Attends periodic administrative support workshops with Administrative Assistant Supervisors and Administrative Assistant 3’s to motivate and/or facilitate process improvement initiatives Manages emergent issues escalated from Administrative Assistant Supervisors For the Administrative Support Team, the Director (30%): Creates and sustains an innovative shared-services culture and sense of common purpose among all AST staff members (current count: 27) Represents AST’s unique, transactional expertise within the broader College discussion of administrative process improvement Represents AST in central offices’ discussions of shared services specifically and institutional change more generally Recruits, onboards, supervises and mentors Assistant and/or Associate Directors for each AST group: HR/Payroll, including foreign national visas Payments/Procurement and Accounting/Grant Close Help Team, including I-9 compliance, student data base entry, reporting and communication Assists Assistant/Associate Directors with the recruitment, hire, onboarding and mentoring of group managers Approves the recruitment and hire of each group’s Shared Services Specialists and Shared Services Analysts Assists Managers and Assistant/Associate Directors with performance management needs In collaboration with Assistant/Associate Directors, analyzes performance and customer satisfaction data and prioritizes process improvement sprints Manages emergent issues escalated from Assistant/Associate Directors

Requirements

Bachelor’s Degree in Public Administration, Business Administration or other related field
Eight Years' experience managing complex teams with multi-faceted portfolios
Demonstrated experience hiring, training and managing teams
Demonstrated excellent communication skills with direct reports, leadership and stakeholders
Demonstrated experience with business process design and process improvement
Cover Letter Requirement: An introduction State the specific position for which they are applying A summary of how your qualifications, skills, and experiences align with the key responsibilities and requirements of the position.

Nice To Haves

Experience with centralized services in higher education

Responsibilities

Assists the Associate Dean for Finance and Administration with strategic planning, change management, escalations and special projects
Articulates and promotes the cohort model’s and AST’s vision and goals among college departments and other campus offices
Prepares regular status reports for and consults with executive staff regarding pertinent policies and processes
Establishes standard operational guardrails and performance standards/metrics
Evaluates issues and trends and works with staff to modify operational workflows and documentation as appropriate
Liaises with department chairs prior to the launch of new cohorts to identify and assess non-standard administrative support needs and modify job descriptions appropriately
Recruits, onboards, trains and supervises the Administrative Assistant Supervisors to whom departmental support staff (Administrative Assistant 3’s) report
Collaborates with and supports Administrative Assistant Supervisors in developing standardized training, systems and workflows, as well as policies and procedures for managing AA3 workload and assignments
Attends cohort administrative support huddles to assess operations and offer support and encouragement
Attends periodic administrative support workshops with Administrative Assistant Supervisors and Administrative Assistant 3’s to motivate and/or facilitate process improvement initiatives
Manages emergent issues escalated from Administrative Assistant Supervisors
Creates and sustains an innovative shared-services culture and sense of common purpose among all AST staff members (current count: 27)
Represents AST’s unique, transactional expertise within the broader College discussion of administrative process improvement
Represents AST in central offices’ discussions of shared services specifically and institutional change more generally
Recruits, onboards, supervises and mentors Assistant and/or Associate Directors for each AST group: HR/Payroll, including foreign national visas Payments/Procurement and Accounting/Grant Close Help Team, including I-9 compliance, student data base entry, reporting and communication
Assists Assistant/Associate Directors with the recruitment, hire, onboarding and mentoring of group managers
Approves the recruitment and hire of each group’s Shared Services Specialists and Shared Services Analysts
Assists Managers and Assistant/Associate Directors with performance management needs
In collaboration with Assistant/Associate Directors, analyzes performance and customer satisfaction data and prioritizes process improvement sprints
Manages emergent issues escalated from Assistant/Associate Directors