Administrative Assistant - Academic Affairs at University of Washington in Seattle, WA

Job description

• The School of Dentistry has an outstanding opportunity for an Administrative Assistant to join its team.
• Reporting to the Vice Dean for Academic Affairs and Student Success, the Administrative Assistant for Academic Affairs and Student Success coordinates the operation of specialized Academic Affairs programs and administrative processes, including curriculum and course evaluation activities, faculty and academic committees, accreditation documentation, academic policy and procedure administration, communications, reporting, and related initiatives. The position’s primary assignment is Academic Affairs and includes designated program coordination support for Student Success.
• Under general direction, the Administrative Assistant exercises independent judgment in interpreting and applying University, School, and Academic Affairs policies and procedures. The position independently advises faculty, staff, students, committee members, and other stakeholders regarding program requirements, timelines, procedures, and available courses of action. The Administrative Assistant schedules, coordinates, and monitors concurrent program activities to ensure consistency with established goals, requirements, and deadlines.

Responsibilities

• Working collaboratively with Academic Affairs and Student Success personnel, faculty, staff, students, University departments, and leadership, the position tracks deliverables, identifies workflow or scheduling issues, recommends process improvements, and supports the effective operation of Academic Affairs programs.
• Academic Affairs Program Operations and Committee Coordination 40%
• Coordinate operational processes supporting curriculum administration, course evaluations, Academic Affairs committees, accreditation activities, academic policies, and other assigned Academic Affairs programs.
• Independently advise faculty, staff, students, committee members, and other stakeholders regarding Academic Affairs requirements, procedures, timelines, and available courses of action.
• Coordinate committee operations, including complex scheduling, preparation and distribution of agendas and supporting materials, maintenance of official records, documentation of decisions and action items, and monitoring of follow-up activities.
• Coordinate course evaluation and curriculum reporting processes, including schedules, data and document collection, stakeholder communications, records maintenance, and resolution or escalation of incomplete or inconsistent information.
• Maintain and coordinate updates to Academic Affairs policies, procedures, reference materials, and official program records.
• Coordinate accreditation documentation, data collection, reporting materials, timelines, and communications with responsible faculty, staff, and University partners.
• Monitor Academic Affairs program activities, deadlines, and deliverables in relation to established goals and requirements; identify variances and coordinate or recommend appropriate follow-up action.
• Recommend improvements to Academic Affairs workflows, procedures, documentation, and communication practices.
• Coordinate designated Student Success activities, including tutor assignments and related scheduling, communications, documentation, and follow-up.
• Leadership Coordination and Strategic Support 30%
• Coordinate operational and administrative activities supporting the Office of the Vice Dean across the full portfolio of programs, governance activities, initiatives, and institutional priorities.
• Coordinate governance, committee, and program activities, including complex scheduling, preparation and distribution of agendas and supporting materials, maintenance of official records, documentation of decisions and action items, and monitoring of follow-up activities.
• Perform complex scheduling, independently prioritizing requests based on, institutional needs, deadlines, stakeholder availability, and competing priorities.
• Coordinate meetings and activities involving the Vice Dean, faculty, staff, students, University leadership, committees, University departments, and external partners.
• Prepare, edit, and coordinate executive communications, correspondence, presentations, reports, briefing materials, and other materials supporting leadership priorities and programs.
• Document decisions, action items, responsible parties, and deadlines; monitor progress and coordinate follow-up to support timely implementation.
• Coordinate established processes and workflows, including required communications, documentation, reviews, approvals, records maintenance, and reporting.
• Serve as a liaison between the Vice Dean's Office and internal and external stakeholders regarding programs, policies, procedures, timelines, and activities within the Vice Dean's portfolio.
• Exercise independent judgment when prioritizing work, interpreting and applying established policies and procedures, responding to program inquiries, coordinating competing activities, and identifying matters requiring escalation.
• Research and compile information and prepare summaries, status updates, and supporting materials concerning Academic Affairs initiatives and operational priorities.
• Coordinate sensitive, confidential, or high-priority matters with professionalism, discretion, and sound judgment.
• Meetings, Trainings, and Special Projects 10%
• Coordinate logistics for meetings, trainings, events, and special projects supporting the programs, initiatives, and priorities within the Vice Dean's portfolio.
• Coordinate scheduling, participant communications, registration, facilities, technology, materials, and other logistical requirements.
• Prepare and distribute meeting and event materials; document decisions and action items and monitor follow-up activities.
• Maintain related records, procedures, schedules, and supporting documentation.
• Coordinate activities with faculty, staff, students, University departments, and external partners to support successful implementation.
• Communications and Systems Coordination 10%
• Maintain Academic Affairs intranet and resource content to support communication and access to information.
• Coordinate website and communication updates related to Academic Affairs operations and initiatives.
• Coordinate preparation and distribution of announcements, reminders, and informational communications.
• Monitor and triage shared inbox communications and inquiries to ensure timely routing and response.
• Assist with like duties with Student Success as needed.
• Financial and Administrative Coordination 10%
• Monitor budget status and expenditures for assigned Academic Affairs activities in relation to established plans and priorities.
• Coordinate purchasing, payment, reimbursement, and travel processes; review documentation for completeness and compliance with University requirements.
• Initiate and track Workday transactions and coordinate resolution of discrepancies.
• Maintain program financial records and provide expenditure updates to Academic Affairs leadership.
• Coordinate travel arrangements, conference registrations, and expense reimbursements for personnel within the Vice Dean's portfolio.
• Perform other related duties as required.

Requirements

• To be considered for this opportunity your application must demonstrate you meet both the minimum qualifications and additional qualifications listed below. Equivalent education and/or experience may substitute for minimum qualifications except when there are legal requirements, such as a license, certification, and/or registration.
• Applicants who do not meet these qualifications WILL NOT be forwarded to the Hiring Department.
• Requires High School/GED AND three years of office or administrative support experience.
• Equivalent education and/or experience may substitute for minimum qualifications except when there are legal requirements, such as a license, certification, and/or registration.
• Experience independently managing multiple complex administrative activities with competing priorities and deadlines, including determining urgency, prioritizing work, tracking outstanding items, and ensuring timely follow-through.
• Experience coordinating complex projects, programs, committees, or administrative processes involving multiple stakeholders, including scheduling activities, preparing materials, tracking decisions and deliverables, resolving routine issues, and escalating matters requiring leadership attention.
• Experience preparing, reviewing, and editing professional correspondence, reports, presentations, briefing materials, meeting materials, or other written communications for senior or executive leadership.
• Experience interpreting and applying organizational policies, procedures, guidelines, or established requirements to administrative processes and determining appropriate next steps within established authority.
• Experience handling sensitive or confidential information and coordinating matters involving senior leaders and multiple internal or external stakeholders, requiring independent judgment, discretion, accuracy, and professional communication.
• Experience providing high-level administrative or operational support to a dean, vice dean, department chair, executive, or other senior organizational leader.
• Experience working in higher education, academic affairs, health sciences, healthcare, or another complex institutional environment.
• Experience supporting academic or organizational governance, accreditation, curriculum administration, faculty committees, student services, or similarly complex program functions.
• Experience using Workday or comparable enterprise systems and Microsoft 365 applications to support administrative, financial, reporting, scheduling, or records-management activities.
• Experience identifying opportunities to improve administrative processes, workflows, tracking systems, documentation, or communication practices.

Skills

Required

• Office or administrative support

Benefits

• $48,396.00 annual
• $64,740.00 annual
• -
• For information about benefits for this position, visit https://www.washington.edu/jobs/benefits-for-uw-staff/
• Shift:
• First Shift (United States of America)
• This is a regular position
• 100.00%
• SEIU Local 925 Nonsupervisory