Executive Assistant To The Chief Of Police

University of Washington•Seattle, WA

9h•$60,000 - $67,656•Onsite

About The Position

The Division of Campus Community Safety (DCCS) unifies front-line public safety units across the University for a holistic approach to campus community safety, innovation in approaches, and clarity in leadership responsibility and accountability. Key units include UW Emergency Management, SafeCampus and the Seattle campus UW Police Department. Division staff work daily in partnership with units across and outside the UW system to both create safer, welcoming campus environments, prepare for potential natural or human-made disasters, and respond appropriately to incidents. We have an outstanding opportunity for an Executive Assistant to the Chief of Police. Reporting to the UW Police Department Chief of Police, the Executive Administrative Assistant performs high-level executive administrative support to the Chief of Police and the Deputy Chief and manages the day-to-day administrative operations for the department. This position also supports special projects and initiatives for UWPD’s Leadership team. The Executive Administrative Assistant to the Chief of Police and the Deputy Chief proactively manages daily responsibilities for the Command staff and serves as a central point of contact to internal and external entities while maintaining a high level of confidentiality in all matters related to administrative operations. The Executive Administrative Assistant to the Chief of Police must be able to manage the day-to-day administrative operations for Command staff. Managing this work requires a good working relationship with department leadership and members of their teams; the ability to convey information clearly and professionally both internally and externally; resilience and stability in stressful situation; and a high level of judgement, sensitivity, tact, and diplomacy, particularly when handling confidential matters that are critical to the University. The Executive Administrative Assistant must navigate the complexities of a high-impact and visible organization with professionalism and a commitment to upholding the values and mission of the UW Police Department. The successful candidate will demonstrate strong problem-solving and organizational skills, and complete projects and assignments with minimal supervision to meet critical deadlines

Requirements

Bachelor’s degree in a related field and a minimum of 1 year of accumulated professional experience in executive-level support. Equivalent education and/or experience may substitute for minimum qualifications except when there are legal requirements, such as a license, certification, and/or registration.

Nice To Haves

Experience working in an academic environment.
Ability to be flexible, meet deadlines and work independently in a team environment.
Demonstrated organizational proficiency and ability to prioritize work.
Demonstrated computer skills with both PC and Mac platforms and proficiency in content management systems (Word Press).
Proficient with full Microsoft 365 suite, specifically Word, Excel, PowerPoint, Outlook, Teams and SharePoint.
Outstanding communication skills, both written and verbal, with the ability to interact professionally with diverse stakeholders.
Knowledge or understanding of law enforcement procedures, policies, and practices.
Self-motivated, pro-active, adaptable, quick learner with keen attention to detail; able to work at high standards in a high-energy environment.

Responsibilities

Executive Administrative Support to the Chief of Police and the Deputy Chief Provide executive-level administrative support to the Command staff, which includes the Chief of Police and the Deputy Chief, while maintaining a high level of professionalism, customer service and responsiveness in dealings with all department clients. This involves direct contact with heads and administrators of major administrative/academic departments, faculty, staff, students, and the general public.
Manage communications for the Command staff, including screening and triaging correspondence (mail, email, and phone) and applying independent judgement in directly responding to questions/requests or escalating to the Command staff or other Department Leadership team members as appropriate; draft, proof, and finalize letters and other formal correspondence for Command staff signature.
Directly coordinate the Command staff’s day-to-day activities to ensure effective schedule management; initiate and arrange special conferences, meetings, events, and travel. Ensure Command staff are fully briefed on agenda items and have received all required materials. Research and prepare all necessary briefing documents for the Command staff and anticipate their needs.
Maintain all Command suite files in accordance with Law Enforcement codes and University policies. Advise the Command staff on matters of importance to the Department and make recommendations for action. Establish and maintain excellent public relations with all constituencies.
Operational Support to the Department High-level organization and administrative support for the department’s internal and external stakeholders; ability to juggle multiple tasks, priorities, and deadlines through effective time management and organizational skills. Effective and frequent communication and collaboration among various teams and proactively and independently following up on priorities and issues to ensure completion.
Provide well-researched information and data through the preparation of regular reports to support decision-making. This requires analytical skills and the ability to synthesize complex information quickly. Serve as the key liaison with the Division on matters related to personnel, hiring, contracts, finances, and other matters. Demonstrate discretion and independent judgment in all areas of operation.
Maintain accurate records, documentation, and reports and provide historical context as needed; handle all sensitive and confidential information with discretion and professionalism. Ensure the security and confidentiality of all information. Assist with Records Management duties, to include final review of incident reports, retrieve and submit Public Disclosure Requests to the Office of Public Records when requested, and assist with the preparation of the Clery ASR (Annual Security Report) as needed.
Other duties as assigned.
Special Projects Manage special projects as directed by the Command staff. Proactively provide regular status reports to the Command staff and other UWPD leadership on projects and issues, highlighting key priorities, identifying challenges, and making recommendations or presenting solutions. Establish process for creating and updating Department policies.