What are the responsibilities and job description for the ADMINISTRATIVE SPECIALIST position at University of Washington (UW) Medicine?
Req #: 243968 Department: GLOBAL AFFAIRS Appointing Department Web Address: https://www.washington.edu/globalaffairs/ Job Location: Seattle Campus Job Location Detail: In office at least 4 days/week. Posting Date: 02/27/2025 Closing Info: Closes On 03/09/2025 Salary: $4,387 - $4,600 per month Other Compensation: Shift: First Shift Benefits: 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.
The University of Washington (UW) is proud to be one of the nation’s premier educational and research institutions. Our people are the most important asset in our pursuit of achieving excellence in education, research, and community service. Our staff not only enjoy outstanding benefits and professional growth opportunities, but also an environment noted for diversity, community involvement, intellectual excitement, artistic pursuits, and natural beauty.
The Office of Global Affairs (OGA) is a catalyst and a hub for all things global at the UW, connecting the diverse internal and external networks of scholars, students, and community leaders engaged with international issues. OGA’s major activities include:
The University of Washington (UW) is proud to be one of the nation’s premier educational and research institutions. Our people are the most important asset in our pursuit of achieving excellence in education, research, and community service. Our staff not only enjoy outstanding benefits and professional growth opportunities, but also an environment noted for diversity, community involvement, intellectual excitement, artistic pursuits, and natural beauty.
The Office of Global Affairs (OGA) is a catalyst and a hub for all things global at the UW, connecting the diverse internal and external networks of scholars, students, and community leaders engaged with international issues. OGA’s major activities include:
• Initiating and supporting scholarly research on global issues across campus units and departments, disseminating information about relevant faculty expertise, funding opportunities, and institutional ties abroad.
• Providing a portal through which external stakeholders -- including business leaders, government officials, non-governmental organization representatives, international alumni, and ethnic and cultural affinity communities -- can learn about and participate in UW global activities and resources.
• Serving as a central guide and resource for developing and successfully implementing study abroad programs, international research collaborations, and foreign institutional partnerships.
• Supporting UW community members in planning and carrying out international education, research and community engagement in a safe and productive manner.
To facilitate these functions, OGA has five main areas of responsibility: administration of study abroad and exchanges; support for international research; oversight of UW's centers and offices abroad; management of UW international relations and protocols; and coordination of strategic initiatives in the key areas of global health, global environment, global technology, global development challenges, and global cultural change.
Under the supervision of the Associate Vice Provost (AVP), the Administrative Specialist provides administrative and professional support to the Office of Global Affairs in the areas of communications and correspondence; front office/customer-relations operations; and special projects. The Administrative Specialist is expected to work closely and collaboratively with members of OGA to ensure seamless support and smooth operations of the office.
Position Complexities:
It is essential and critical to keep track of multiple issues, topics, people and projects. Proactive management of VP, AVP and SFA schedules, emails, events and communication is a key role for this position. Excellent judgement and the ability to develop processes and systems to make outreach, projects, and events easier for the office are critical. The individual must be able to successfully navigate and manage protocol for events, projects and communications involving international groups.
Position Dimensions and Impact to the University:
The Office of Global Affairs led by the Vice Provost (VP) for Global Affairs is highly influential in all global-related areas of the UW's mission and at all levels of the institution. Because the Administrative Specialist must act on their own initiative in managing projects with minimal guidance, they share in the complexity and impact of the office. The position requires excellent problem-solving, independent judgment and decision-making skills. Substantial tact, flexibility and discretion are necessary in dealing with internal and external clients under pressure of deadlines and/or politically sensitive issues.
DUTIES AND RESPONSIBILITIES
Office of Global Affairs (OGA) Office Operations (40%)
To facilitate these functions, OGA has five main areas of responsibility: administration of study abroad and exchanges; support for international research; oversight of UW's centers and offices abroad; management of UW international relations and protocols; and coordination of strategic initiatives in the key areas of global health, global environment, global technology, global development challenges, and global cultural change.
Under the supervision of the Associate Vice Provost (AVP), the Administrative Specialist provides administrative and professional support to the Office of Global Affairs in the areas of communications and correspondence; front office/customer-relations operations; and special projects. The Administrative Specialist is expected to work closely and collaboratively with members of OGA to ensure seamless support and smooth operations of the office.
Position Complexities:
It is essential and critical to keep track of multiple issues, topics, people and projects. Proactive management of VP, AVP and SFA schedules, emails, events and communication is a key role for this position. Excellent judgement and the ability to develop processes and systems to make outreach, projects, and events easier for the office are critical. The individual must be able to successfully navigate and manage protocol for events, projects and communications involving international groups.
Position Dimensions and Impact to the University:
The Office of Global Affairs led by the Vice Provost (VP) for Global Affairs is highly influential in all global-related areas of the UW's mission and at all levels of the institution. Because the Administrative Specialist must act on their own initiative in managing projects with minimal guidance, they share in the complexity and impact of the office. The position requires excellent problem-solving, independent judgment and decision-making skills. Substantial tact, flexibility and discretion are necessary in dealing with internal and external clients under pressure of deadlines and/or politically sensitive issues.
DUTIES AND RESPONSIBILITIES
Office of Global Affairs (OGA) Office Operations (40%)
• Serve as first point of contact for all who visit OGA. Maintain a high level of professionalism and customer service in managing inquiries to the office and coordinating responses as needed.
• Manage front office business operations -- maintaining and ordering supplies and equipment; submitting and tracking IT, surplus, and facilities work requests; and similar project and procurement management.
• Independently monitor, screen and triage incoming electronic mail for the OGA general email inboxes. Respond to emails when appropriate.
• Manage special projects and initiatives as assigned.
• Manage and maintain OGA’s Conference Room, including set-up of conference/video calls, and maintaining audio-visual equipment.
• Conduct research as needed for meeting briefings and other special events.
• Initiate frequent and open communication within the office on issues, project statuses, process improvements, etc.
• Exercise good judgement and professional discretion in dealing with sensitive issues and/or senior leadership.
OGA Administrative and Project Support (40%)
OGA Administrative and Project Support (40%)
• Provide administrative support to the VP and AVP
o Utilize independent judgement in prioritizing tasks and assignments to meet immediate and long-term action items
o Proactively and independently manage an active calendar of appointments
o Manage travel plans and itineraries
o Coordinate meeting logistics and handle all technology set up; research and organize meeting materials on an as-requested basis.
o Utilize independent judgement in prioritizing tasks and assignments to meet immediate and long-term action items
o Proactively and independently manage an active calendar of appointments
o Manage travel plans and itineraries
o Coordinate meeting logistics and handle all technology set up; research and organize meeting materials on an as-requested basis.
• Work with OGA Advancement staff and team members to design and make annual updates to stewardship materials.
• Provide backup to other staff as needed.
Other duties as assigned (10%)
MINIMUM REQUIREMENTS
Bachelors degree and one year of experience required. Equivalent experience can be substituted for degree.
Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration.
ADDITIONAL REQUIREMENTS
Excellent verbal and written communication skills, attention to detail, ability to interact professionally with high-level staff and visitors in person, via email, and over the phone.
DESIRED QUALIFICATIONS
Other duties as assigned (10%)
MINIMUM REQUIREMENTS
Bachelors degree and one year of experience required. Equivalent experience can be substituted for degree.
Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration.
ADDITIONAL REQUIREMENTS
Excellent verbal and written communication skills, attention to detail, ability to interact professionally with high-level staff and visitors in person, via email, and over the phone.
DESIRED QUALIFICATIONS
• Event planning experience
• Project management experience
• Experience with WordPress, Marketo and/or Cvent
• Experience with Canva and Adobe tools
• Experience with Zoom for Business; experience with MS Office tools and Google Suite
• Experience in higher education
• International experience and/or demonstrated cultural competence
WORKING CONDITIONS
This is an in-person position (not remote) and will require the person in the position to be in the office in the UW Seattle Campus at least four days per week.
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 log into your “My Jobs” page. If you choose 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.
WORKING CONDITIONS
This is an in-person position (not remote) and will require the person in the position to be in the office in the UW Seattle Campus at least four days per week.
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 log into your “My Jobs” page. If you choose 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.
Salary : $4,387 - $4,600
