ADMINISTRATIVE SPECIALIST

Req #: 220667 Department: UW TACOMA Job Location: Tacoma Campus Posting Date: 04/10/2023 Closing Info: Open Until Filled Salary: $4,868-$5,697 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.

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 University of Washington Tacomais an anchor institution that is deeply invested in its local communities and in student success. As one of three campuses of a world-class university, UW Tacoma is dedicated to interdisciplinary and innovative teaching and scholarship and to engaging the community in mutually beneficial partnerships. UW Tacoma’s commitment to access and diversity is central to an environment where students, staff, faculty and South Sound residents find abundant opportunities for intellectual, personal and professional growth. More information about UW Tacoma and its strategic plan can be found here.
The Administrative Specialist is a key staff member of the Office for Equity and Inclusion (E&I) and supports the Vice Chancellor for Equity and Inclusion (VCEI) in prioritizing the tasks and administrative goals of the office, in order to advance the diversity, equity, and inclusion mission of the University of Washington Tacoma. The Administrative Specialist regularly exercises independent judgment and discretion in work related to office operations, external communications and outreach, budgets and expenditures, and meeting and event logistics.

This position requires the ability to handle multiple tasks and attend to multiple levels of the university system simultaneously while maintaining a high level of accuracy and positive professional demeanor. It also demands the ability to take initiative and work in a self-directed manner. This position involves a high level of coordination, initiative, and diplomacy while working with various levels of campus and community stakeholders.

Duties & Responsibilities

Daily Administrative Services and Support (60%)

Support the daily operations of the Vice Chancellor for Equity and Inclusion, as well as, special projects and events.

Support the VCEI and other leadership with high-level project management related to special projects in support of campus strategic priorities.

Research issues, policies, and practices both internal and external to the University of Washington to ensure policy compliance.

Develop and oversee timelines and systems to facilitate completion of work, and support Unit staff, Vice Chancellor for Equity and Inclusion, in the completion of tasks.

Oversee and manage Unit communications related to campus leadership, constituents, committee members, and other UWT stakeholders.

Prioritize scheduling of meetings to support leadership goals and manage external relationships.

Develop processes, systems and establish timelines to manage various cyclic business processes, requirements and services to ensure compliance with relevant State, and University regulations and policies.

Work with other internal and external constituencies on complex meeting scheduling and other connections.

Provide confidential executive-level administrative support to the VCEI.

Draft correspondence for the VCEI’s approval. Edit documents for grammar and spelling and prepare final documents accurately and in a timely manner. Assist in the preparation of presentations, reports, slides, and posters using appropriate software programs such as Microsoft Word, Excel, PowerPoint, and Access.

Provide administrative support not only for the VCEI but also to Unit staff members in general.

Provide support for Unit staff meetings, advisory committee functions, and for the onsite reviews conducted by both the Chancellor’s Office and UWT. The support includes preparing all program materials, keeping records of all meetings, and related activities.

Organize and implement Unit searches, including making all travel arrangements and search logistics.

Establish administrative systems, hire and train Unit staff and student employees, develop an operations manual, and maintain technology communications related to the Unit activities.

Develop and maintain administrative systems and records following UW policies and procedures for records retention.

Fiscal Oversight (25%)

Provide oversight for fiscal transactions (travel, purchasing, petty cash reimbursement, ProCard, budget reconciliation, etc.) maintaining internal controls and ensuring compliance with University policies and procedures and local, state and federal regulations.

Support the development of a culture of assessment to document the return on investment (ROI) of expenses incurred in all key equity and inclusion programs and initiatives.

Complete critical tasks related to budget tracking and reporting of the various Unit budgets as needed.

Other Duties (15%)

Cross-train with other Equity and Inclusion staff to provide support and backup during transitions and vacancies as needed.

Provide support that make it possible to offer high quality services to our constituents, paying attention to administrative detail, care for colleagues and students, and the UWT community.

Participate in UWT committees, such as, the Bias Incident Reporting (BIR); represent the Unit in the UWT Health and Safety Committee. Provide administrative support to search committees as needed.

Keep current on developments that might impact the daily Unit operations: Financial Transformation, Ariba, Workday, to name a few.

In situations that may be unpredictable and demanding, keep track of daily activities, especially providing support to students and guests.

Minimum Requirements:

Bachelor’s degree in Communications, Social Sciences, or a related field.

Minimum of 3 years of increasingly responsible office support experience, to include 2 years of administrative management experience.

Possess sound judgment, high emotional intelligence, maturity, sensitivity to the complexities of identity development, and passion for effecting change in dynamic multicultural environments.

Experience with event planning and logistics.

Strong oral and written communication skills.

Excellent interpersonal, analytical and problem-solving skills.

Ability to work effectively with students, faculty, staff, administrators and local community members.

Successful experience in a work setting that requires teamwork and cooperative working relationships.

Ability to work autonomously and make independent decisions.

Strong demonstrated proficiency in use of technology to support OEI administrative functions.


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 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.

Salary : $4,868 - $5,697