ASSISTANT TO THE CHAIR

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The Assistant To The Chair providse complex confidential senior level executive support to the Chair of the Department of Psychology, one of the largest academic units on the UW campus with significant teaching and research activities.  This position is critical in the success of the Chair and the Department of Psychology. The Assistant's critical analysis of the working environment and administrative support of the Chair will provide information and direction that will advance the strategic agenda of the Department. Serve as faculty appointment and promotion/tenure review specialist for the Department.  Exercise independent judgment and discretion consistent with the objectives and policies of the Department to solve administrative problems that directly impact the office of the Chair, faculty and College.

POSITION RESPONSIBILITIES:
Support & Planning
Advise the Chair on current and emerging College and Department issues and ensure the department’s objectives are accomplished.  Be alert to situations that require early intervention and attention and determine appropriate response, using independent judgment and discretion, bringing in and collaborating with other decision makers and authorities, as needed. Provide confidential support to the Chair for faculty recruitment, leaves, appointments, reappointments, visas, personnel files, merit reviews and promotions.  Manage the processes and adherence to deadlines, reviewing relevant University and College rules and procedures to assure compliance with them.

Develop annual planning calendar for faculty meetings, Strategic Planning Committee (SPC), other chair directed meetings, department events and administrative deadlines.  Manage the calendar and schedule of the Chair; coordinate meetings for Chair, Associate Chairs, Strategic Planning Committee and budget committee; create faculty meeting and SPC meeting agendas and prepare/coordinate materials; take minutes at faculty meetings and SPC meetings and post approved minutes for faculty viewing.

Serve as liaison between Chair and other University units, including the Dean’s Office in the College of Arts and Sciences, Academic HR, International Services Office, University administrators, faculty, students, staff and other constituents.  Serve as liaison between Associate Chair and students in grievance matters.

Faculty Recruitment/Hiring
Manage faculty recruitment and faculty and post-doctoral appointment process:  Post ads in compliance with UW regulations; monitor applicant packets for completeness; create and monitor applicant files and website for searches, assist search committee as needed, respond to applicants; coordinate appointment documents of incoming faculty and post-doctoral positions and forward to College and Academic Human Resources for approval.

Create appointment packets and enter appointments for visiting faculty.  Manage appointment/reappointments/promotions for Adjunct/Affiliate/Clinical and Part-time Lecturers (about 175-190 faculty).

Responsible for becoming knowledgeable about and ensure compliance with government visa regulations.  Use independent judgment to determine what visa status is needed for international faculty or post-doctoral appointments.  Provide advice to the Chair and faculty on visa applications and renewals for faculty, post-doctoral positions and visitors.  Liaison with the International Services Office and the College Administrative Support Team.

Faculty Review
Initiate faculty review process, alerting Chair and faculty of timelines for promotion/tenure review and merit consideration. Collect annual data (CV, activity reports) from faculty; manage and organize faculty merit-related data metric collection, assist in setting up peer merit rating system; submit required data to College.  Manage faculty voting process for promotion/tenure review.  Coordinate annual faculty review appointments with Chair.  Provide chair with quarterly teaching evaluation reports and identify classes in need of the chair’s review. Work with the Chair of the Teaching Evaluation Committee to coordinate the faculty peer evaluation of teaching.

Personnel/Payroll
Handle all routine personnel matters supporting about 100 tenure-track, research and teaching track faculty, postdoctoral scholars, and temporary lecturers/instructors. Manage leave process for faculty who are requesting paid/unpaid leaves of absence; advise faculty regarding leave policies, due dates, form completion. Assist faculty with the requesting/reporting of outside professional work.

Serve as the Psychology Academic Partner for the Workday HR/Payroll system; enter new faculty appointments, employee work authorization documentation, FTE changes, faculty leaves, partial sabbaticals and terminations.  Approve Workday actions for faculty on behalf of the Chair.  Review actions entered in Workday by the central office (ISC) related to faculty for accuracy including but not limited to promotions, reappointments, salary increases, sabbatical leave and summer hiatus.  Ensure appointment and job information is entered correctly and respond to requests by the ISC and College for data cleanup.

Work regularly with Departmental Administrator on faculty issues and appointment letters, keeping Associate Administrator informed of budget implications.

Administrative
Manage and maintain record systems, administrative files and confidential faculty personnel files containing appointment history, biographical material, publications and relevant correspondence, faculty salary increases, promotions and reappointment deliberations.  Maintain the department list-serves for faculty, staff, and grad students.

Serve as the department administrator role in Interfolio.  Create all faculty search, promotion/tenure review, reappointment, sabbatical and miscellaneous faculty cases in interfolio, upload appropriate documents and assign reviewers.  Manage the process flow and track progress of cases. Close out when complete.

Compose confidential time sensitive correspondence for Chair’s signature; create and send correspondence on behalf of the Chair; screen calls and visitors for the Chair, taking initiative to resolve issues/questions based on knowledge of the Chair’s views and actions; review incoming mail for the Chair, delegating to other support staff and faculty as appropriate; respond to requests for information from the Chair, including surveys and job inquiries.

Prepare reports and other materials for the Chair, collecting information and conducting research as needed to complete the task; assist in development of special projects, such as departmental self-study and annual report.

Know and interpret University and College policies and procedures to Chair and Department community.  Exercise independent judgment, decision-making, and problem-solving skills and effectively use ability to multi-task, prioritize work and manage heavy workload with frequent interruptions.

MINIMUM REQUIREMENTS:
Bachelor’s Degree in Business Administration or equivalent and two years of progressively more responsible experience in complex administrative support, or work experience that demonstrates the abilities described above.

ADDITIONAL REQUIREMENTS: