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The Dean’s office is the hub and catalyst for many things in the College of Built Environments (CBE). This is an outstanding opportunity for a team oriented, supportive, self-directed and enthusiastic individual to manage the Office of the Dean’s events and provide executive assistance to the Associate Dean of Academic Affairs.

POSITION PURPOSE
Reporting to the Dean and Assistant to the Dean, the Administrative Specialist leads, manages, implements and evaluates a wide variety of programs and internal college events that are critical to the strategic goals of the College. The Administrative Specialist will be responsible for managing the majority of Dean’s office internal events, key programmatic initiatives and provide executive support to the college Associate Deans.

This role will provide a wide range of program and executive support to the Office of the Dean. It requires the ability to proactively determine what is needed for the management and implementation of faculty affairs related initiatives and activities within the Office of the Associate Dean of Academic Affairs and related to the Communities of Practice. Tasks include meeting, calendar and event support, serving as a liaison on behalf of the Associate Dean, and serving as a central resource for information about the Associate Dean of Academic Affairs’ priorities and strategic initiatives within the College of Built Environments.

In support of the Dean's Office, this role independently provides management and logistical support for the majority of college internal events, including planning, hiring vendors, direct execution or supervision of student employees as needed. Event management also involves coordinating communications in partnership with the CBE Advancement Marketing and Communications team as necessary. Additionally, the role manages projects, such as electronic file management initiatives. The role reports to the Dean and the Assistant to the Dean and provides direct support to the Dean as needed.

This position requires an individual who is independent, has strong communication, partnership and organizational skills. A successful candidate will thrive in a fast paced, dynamic, deadline driven environment, demonstrate project, event and personnel management skills, problem solving abilities, initiative, and priority setting, juggling multiple projects, and exercising good judgment. Additionally, the individual must be skilled at administrative scheduling, planning and juggling completion of a wide variety of tasks as needed. The selected candidate should be comfortable with identifying and pursuing creative problem solving, as well as have the ability to effectively write and communicate in a concise manner to a variety of stakeholders. Demonstrated ability to navigate issues and advance equity, diversity, and inclusion (EDI) goals is a high priority

This position has specific duties that impact the University, including working with staff and faculty from across campus relating to activities of the Office of Academic Affairs in particular and the Office of the Dean in general. This position is also a critical hub for supporting a wide variety of strategic college initiatives, including but not limited to support to Communities of Practice, faculty/staff on-boarding and affinity groups, CBE annual awards, and internal events sponsored by the Office of the Dean, such as the All College Meetings, Humanities, History and Futures events and commencement.

DUTIES AND RESPONSIBILITIES

Office Administration (45%)

Serve as the initial point of contact for questions and inquiries for the Associate Dean of Academic Affairs, in collaboration with college executive leadership, unit administrators and student services representatives, in order to provide seamless leadership and programmatic coordination.

Provide administrative support (including calendaring) for the Associate Dean for Academic affairs, while maintaining a high level of discretion and responsiveness in dealings with faculty, staff, students, advancement, and the general public.

Provide administrative coverage for the Dean when the Executive Assistant to the Dean is out.

Schedule appointments and meetings of varying scale and complexity involving the Associate Deans or the Dean, involving faculty, staff, advancement, students and the general public. This includes room reservations, catering, materials, agendas and minutes.

Draft and compose, for the Associate Dean’s signature, correspondence and other written and electronic materials.

Provide administrative assistance as needed to the Associate Dean(s) including filing of reimbursement requests or coordination of travel arrangements as needed.

Establish and maintain an efficient, timely filing system for storage of both electronic and hard copy materials for the Office of the Associate Dean of Academic Affairs, and the college Communities of Practice in accordance with the UW record retention policies and procedures.

Provide detailed information to support budget planning for Dean's office activities.

Managing vendor agreements and purchasing related to Dean’s office events, managing payments and reconciliation.

Monitor the Dean’s office intranet and internet web pages for content improvement and partner with the CBE Marketing and Communication team to facilitate updates.

Prepare and monitor annual budget for college office supplies, catering orders and Deans office programs.

Other duties may be assigned.

Program Management (50%)

Implement, manage and evaluate internal college programmatic events sponsored by the Office of the Dean. There are some programs with predictable annual cycles and some which will arise based on initiatives, to include calendaring and sharing events with internal stakeholders.

Manage programs for college-wide events that are not coordinated by departments or Advancement.

Duties to include management of logistics such as tracking events, reserving rooms, overseeing vendors, coordinating volunteers, obtaining photo release forms, if needed, oversight or implementation of room setup, event management, technology and clean up.

These events include but are not limited to: All College meetings, all college special events, graduation, career fair, select departmental events, HR related events in relation to the Office of the Dean.

Provide program and administrative support for BE Commons curriculum and other Academic Affairs initiatives, including preparing and reviewing calls for new courses, coordinating with the College Council as needed, reviewing and responding to the BE course support requests, provide support for to Assistant to the Dean of Finance and Administration for presentation and reports related to BE budgets.

In collaboration with the Assistant to the Dean, senior leadership in the Dean’s office and CBE IT staff, oversee the migration of Dean’s office documents from Google Drive to a new platform, and oversee general file structure and management going forward. On-going review files for efficient structure, redundancy, and utilization.

Develop and manage archival processes.

Develop a run of shows and schedule rehearsals for event presentations if needed.

Coordinate and disseminate event communications including creation of emails, work on internal web and/or internal calendar postings or print posters as needed.

Partner with CBE Advancement Marketing & Communications, as needed.

Coordinate with the CBE Advancement team on event strategy and implementation, to ensure process alignment between internal and external events as appropriate.

Draft annual report that details yearly events and recommendations for process improvements.

Gather metrics and research special projects for the office of the Dean program.

Compile, analyze and report regularly on a range of data and statistics including those related to Deans strategic initiatives.

Provide administrative oversight to student workers assigned to the Communities of Practice (Humanities, Histories and Futures, Climate Solutions and Technology) including but not limited to meeting and event support.

Work on special projects as needed.

Supervision (5%)

Provide administrative oversight to student workers assigned to the Communities of Practice: Humanities, Histories and Futures, Climate Solutions and Technology and event support.

MINIMUM REQUIREMENTS

Bachelor’s Degree.

Two years of experience in administrative support or related fields.

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

ADDITIONAL REQUIREMENTS

Highly organized with a professional yet accessible demeanor to represent the Associate Dean independently with tact and discretion.

Highly developed interpersonal skills and a professional demeanor in person, on the phone, and in written communications.

Proven ability to handle sensitive situations and highly confidential information with tact, discretion and diplomacy.

Familiarity with best practices in event planning, marketing or related fields, and a strong focus on managing volunteers or student employees

Ability to interact well with persons of diverse backgrounds at all levels of the University and the community to communicate complex policies to others.

Ability to create and maintain professional relationships both within the unit, the University, and with external partners.

Demonstrated skills in writing, proofreading, and communications.

Proven accuracy and attention to detail as well as the ability to work efficiently and meet tight deadlines.

Ability to work independently, manage priorities, handle multiple projects, problem solve, and exercise good judgment in ambiguous situations and a dynamic environment.

Ability to anticipate leadership needs and proactively provide necessary support and exercise reasoned judgment based on information and analysis.

Demonstrated proficiency with Google (Docs, Sheets and Drive) or Microsoft Office applications (MS Word, Excel) and ability to adapt to a constantly changing technological environment.

DESIRED QUALIFICATIONS

Strong project and time management skills.

Experience in assistance to an executive head.

Two or more years of experience in event planning, community relations, marketing or related fields.

Basic experience with managing budgets and/or vendor contracts.

Knowledge of higher education academic and research structures, processes, and protocols.

Experience partnering across multiple teams.

Experience supervising volunteers or part-time workers.

Bachelor’s degree in administration, built environments, or related field.

Ability to organize and integrate data and other information from diverse sources.

Demonstrated ability to be highly service oriented with a strong customer service ethic.

Comfort with flexible workspace environment.

Ability to work evening and weekend hours, as necessary.

Application Process: The application process may include completion of a variety of online assessments to obtain additional information that will be used in the evaluation process. These assessments 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. Please note that your application will not be reviewed, and you will not be considered for this position until all required assessments have been completed.