ASSISTANT TO THE VICE PROVOST

As a UW employee, you have a unique opportunity to change lives on our campuses, in our state and around the world. UW employees offer their boundless energy, creative problem solving skills and dedication to build stronger minds and a healthier world.

UW faculty and staff also enjoy outstanding benefits, professional growth opportunities and unique resources in an environment noted for diversity, intellectual excitement, artistic pursuits and natural beauty.

The Office of Planning & Budgeting has an outstanding opportunity for an Assistant to the Vice Provost to provide high-level executive administrative and professional support to the Vice Provost of Planning & Budgeting, as well as to OPB’s Assistant Vice Provosts and Directors. The Administrative Specialist (working title: Assistant to the Vice Provost) proactively manages daily responsibilities, special projects of significant confidence and may make independent decisions representing the Vice Provost and the Assistant Vice Provosts and Directors.

This individual will play a critical role in maximizing the efficiency and effectiveness of OPB leaders, specifically the Vice Provost. They will assume responsibility for complex and often confidential administrative and operational tasks, and communicate frequently with internal and external constituencies. As a result, the Assistant to the Vice Provost will intake, review and assess requests and information from deans, chancellors, vice presidents, vice provosts, the chief administrative officer, and the provost. The successful candidate will be able to anticipate requests, provide timely, accurate, and thoughtful replies, and follow up on action items on behalf of OPB leaders, as appropriate. The position requires tact, sensitivity, diplomacy, empathy, and judgment when dealing with confidential and weighty matters that are critical to university operations.

The individual in this position will serve as the first point of reference for many individuals outside of the university community who need information and direction about tuition, fees, and university policy. They will also regularly interact with internal constituencies, all of whom are fundamental to the lifecycle of our budget, planning, and policy work. They will demonstrate high ethical standards and personal integrity, strategic and detail-oriented thinking, a resourceful and results-oriented mindset, and excellent interpersonal and communication skills.

DUTIES & RESPONSIBILITIES

Executive Assistance to the Vice Provost

• Provide executive administrative support to the Vice Provost to ensure that the VP’s priorities and obligations are met
• Directly manage scheduling requests for the Vice Provost, including reserving meeting space, and coordinating logistics and event support
• Proactively identify and resolve time conflicts, and apply independent judgement to reschedule and prioritize meetings
• Schedule and organize committee and staff meetings, including sending a call for agenda items, sending agendas, taking notes, and posting meeting notes and supporting documents in a timely and accurate manner
• With a high degree of accuracy, develop, review, and draft executive-level communications including charge letters and MOUs on behalf of the Vice Provost

Management and Coordination of Advisory Committee and Council Engagements

• Manage agenda development and coordinate preparation of materials for OPB engagements with Faculty Senate Committee on Planning & Budgeting, Provost's Advisory Council for Students, and others, as needed, in support of VP, Assistant Vice Provosts, and Directors.
• As directed, conduct research, gather materials and resources, and report on status and progress in support of projects and engagements with campus committees and councils.
• Coordinate and lead special projects/assignments for the Vice Provost, and as needed, the Assistant Vice Provosts and Directors.

Administrative & Office Management

• Manage public records requests processes, coordinate responses across the office, and ensure compliance with records retention policies
• Provide direct oversight and supervision to the office's compliance with Executive Office mandates
• Independently manage information flow from UW Tower staff to OPB staff
• Serve as Facilities liaison, including submitting work orders, coordinating office moves and related tasks, as directed by the Vice Provost
• Manage support functions, such as contact lists and access points to shared drives
• Liaise with Executive Office Business Operations team to manage office supply and equipment purchasing, and service contract management
• Manage OPB main phone line; exercise independent judgement in screenings, triaging, and escalating calls as appropriate
• Manage and coordinate employee recognition events

Requirements include:

• Bachelor’s degree
• Three years' experience supporting a high-level executive in a complicated higher education or other environment.
• Demonstrated dedication to equity, diversity, accessibility, and inclusion.
• Proficiency with technology used at the UW, including Outlook365, SharePoint, and Teams.
• Track record of excellent communication skills with a high level of diplomacy and tact.
• Experience making independent judgment calls with discretion and diplomacy.
• Honed time management and organizational skills, with a record of prioritizing tasks with flexibility.
• Commitment to effective customer service and timely response to requests.
• A spirit of cooperation, collaboration, respect and confidentiality.

Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration.

Desired:

• Experience supporting an executive in a leadership position; event management experience; and meeting management experience a plus.

As a UW employee, you will enjoy generous benefits and work/life programs. For a complete description of our benefits for this position, please visit our website, click here.

Application Process:

The application process for UW positions may include completion of a variety of online assessments to obtain additional information that will be used in the evaluation process.  These may include Work Authorization, Cover Letter and/or others.  Any assessments that you need to complete will appear on your screen as soon as you select “Apply to this position”. Once you begin an assessment, it must be completed at that time; if you do not complete the assessment, you will be prompted to do so the next time you access your “My Jobs” page. If you select to take it later, it will appear on your "My Jobs" page to take when you are ready.