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Req #: 248101

Department: UW FACILITIES

Appointing Department Web Address: https://facilities.uw.edu/

Job Location Detail: Hybrid eligible, however regular and predictable in-person attendance required typically three days per week in the UW Tower.

Posting Date: 07/23/2025

Closing Info:

Closes On 07/30/2025

Salary: $6,145 - $9,130 per month

Limited Recruitment: **Open to Department employees only**

Shift: First Shift

Notes:

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 (https://hr.uw.edu/benefits/wp-content/uploads/sites/3/2018/02/benefits-professional-staff-librarians-academic-contract-covered-exempt-20250130-a11y.pdf) .

Note: this posting is only open to current employees of UW Facilities.

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.

UW Facilities manages the University’s buildings, infrastructure and land, with more than 1,100 employees in a variety of fields. The Asset Management group includes Capital & Space Management, Real Estate, Sustainability and other teams responsible for planning and workload management. The Operations group includes Project Delivery, Maintenance & Construction, Campus Utilities & Operations, Building Services, Transportation Services and Safety. Supporting these groups, as well as the separate Emergency Management team, are the Business Intelligence & Information Technology group and the Finance & Administration group.

We have an outstanding opportunity for an Executive Assistant.

Reporting to the Vice President for UW Facilities, the Executive Assistant provides executive-level project management and support to the Vice President (VP) of UW Facilities. The VP's portfolio includes responsibility for planning, capital management and Real Estate activities across all campuses, and for day-to-day facilities management of the Seattle campus. This position must advance the VP's strategic priorities independently and with delegated authority to: manage projects, consult with stakeholders, conduct independent data analysis, make decisions, implement and assess courses of action, and communicate with stakeholders and varied audiences. Additionally, this position involves managing business operations and making commitments to effect operations; developing policies and procedures, and ensuring compliance with all departmental, UW, state, and federal policies; creating, reviewing, and editing materials prepared on behalf of the VP for dissemination and/or meeting preparation and events; providing dedicated support to VP for campus-wide committees and initiatives; and independently and with delegated authority actively managing special projects.

The Executive Assistant is responsible to identify, develop, and initiate new program proposals that include conducting independent data and financial analyses to advance the strategic goals of UW Facilities; and develop and implement systems, policies and processes for improvement. With delegated authority, the Executive Assistant will independently manage complex projects, demonstrating a strong working knowledge of the VP’s areas of responsibility, strategic priorities, and authority; serve as liaison between the VP, UW Facilities leadership and other senior University officials, including the Office of the President and Provost, Deans, Directors, Chairs, faculty and staff, external agencies, and the community. In all areas, this position will provide confidential and professional project management and support, exercising independent judgement, personal initiative, discretion, and decision making.

The position requires flexibility, resourcefulness, tact, high level of diplomacy, complex problem solving, and calmness under pressure in representing the VP in all responsibilities; demonstrated strong communication and interpersonal skills; ability to independently manage projects and organize staff and priorities to ensure smooth workflow and excellence of work standards; and must work well with individuals in a matrixed environment. The position requires the ability to thrive in a dynamic and diverse unit and adjust to rapid changes and perform in a manner that reflects the mission, vision and values of the University and of UW Facilities.

This position will independently manage special projects, including conducting research; identifying data needs, gathering, and analyzing data; making decisions, and with delegated authority decide on a course of action and develop and implement solutions. In addition, with delegated authority, this position provides high-level executive administrative assistance to the VP, representing the VP’s strategic goals, independently managing all administrative functions of the office in a professional, diplomatic, and highly confidential manner, and leads the UWF administrative team of executive level assistants, The position has frequent contact with other campus departments and high-level executives, including the offices of Vice Presidents, Vice Provosts, Deans, President, Provost,?and other administrative offices; students, faculty and staff.

This position provides a highly visible and critical interface for the Vice President with Facilities, University, and community leadership, as well as the University and community at large. The successful candidate will have independent decision-making authority and must consistently act with discretion and diplomacy.

**Primary Duties and Responsibilities** Special Project Management and Coordination:

• Independently plan and carry out special projects assigned by the Vice President. Many assignments delegated to this position are unique and require the exercise of independent research, judgement and decision-making. Examples of special project work include work related to Office of the Board of Regents, and other stakeholders as necessary; departmental organizational issues, performance management for the department or monitoring and following up on departmental level initiatives.

• Manage administrative office space in the UW Tower. Responsible for developing protocols, policies, procedures and work practices for UW Facilities departments, including the Office of the VP, Finance, Partner Resources, Asset Management and Business Innovation & Technology to ensure effective and efficient operations. Assess space utilization variables across work units and departments. Perform research, collect information, perform analysis and cost benefit analysis to make informed decisions. Liaise with Facilities units to promote effective communications with stakeholders, overall space management, and provide problem resolution. Manage UWF Work Orders, work closely with UW Purchasing, and maintain records.

• Manage UWF Administrative Operations. Provide leadership and operational direction for administrative services across UWF. Exercise independent judgement in determining optimal solutions to support office operations utilizing best practices to reduce risk in all administrative areas.?? Responsible for developing protocols, policies, procedures and work practices to standardize administrative processes UWF-wide. Work collaboratively with all UWF Executive Assistants and administrative support staff.

• Leads event coordination and meeting facilitation management for various recurring and one-off meetings and series. May work independently to plan and execute individual meetings or leads the team or planning committee for larger, organization-wide events and all hands sessions. Leads development and decision-making process from concept to completion.

Administrative Services and Office Operations:

• Lead logistical meeting planning and provide staff support for Finance and Asset Committee of the Board of Regents.?UW Architectural Commission, the University Landscape Advisory Committee, and the Space Advisory Council. Manage draft agendas through to finalization; assure meeting materials are collected, assembled, edited and proofread, routing materials to departmental managers for review as needed, prior to final review by the VP Facilities.?Distribute final materials to committee members.?

• Research, analyze and prepare materials for committees, programs and projects, and for use by the Vice President in resolving complex or sensitive problems. Prepare PowerPoint presentations and handouts that may include graphics, charts, tables, etc.?

• Screen and edit presentations for a wide range of audiences and events.?Ensure presentation standards adhere to brand guidelines, compliance with administrative policies and procedures and ongoing quality assurance and deliver messaging with consistent professional tone and quality.?

• Manage delegations of authority and coordinate policy changes on behalf of VPF.

• Provide direct confidential executive support to the VP Facilities.?Manage the VP Facilities complex schedule, setting meetings at the department, college, university, community, national, and state levels, ensuring all priorities and obligations are met.?Expert in time management, meeting regularly with the VP Facilities to review calendar and operational issues. Prepare materials?for all meetings, gathering background information in a timely fashion.?

• Develop a comprehensive understanding of all materials, including mail and email, flowing through the office and link documents pertaining to the same or similar projects.?

• Schedule, coordinate logistics, and participate in campus-wide and external meetings of committees chaired by the VP Facilities.?Prepare draft agendas, disseminate meeting materials, attend meetings and take notes.? Monitor the work of task forces, committees, and leadership groups reviewing issues under the delegation of the VP Facilities. Provide status reports on projects and issues as requested by the VP.?

• Manage office and email daily, reviewing and routing as appropriate, prioritizing inquiries and comments to ensure the VP is aware of urgent matters, and responds to all communications.?Consult and advise in collaboration with Associate Vice Presidents as needed.?Independently respond to routine inquiries on behalf of the VP Facilities; bring matters requiring the VP’s response to his attention for consideration and response.?Draft correspondence for the Vice President’s signature.?Review and edit correspondence, presentations, reports, etc.?

• Manage travel arrangements for VP Facilities, ensuring all details of travel itinerary are complete. Independently organize and develop travel itineraries ensuring the VP’s time is effectively utilized. Reconcile travel expenses and submit for reimbursement.?

• Works closely with the AVPs, Executive Directors, or other members of leadership and management on matters where consultation is needed.

• Maintain comprehensive follow-through on all types of mail and materials routed to other offices.?Exceptional follow-through and follow-up skills; keep the VP appraised as appropriate.? Maintain meeting materials, mail, email and other correspondence according to University record retention policies.

• Works closely with the other Assistants who support the AVPs, collaborates and manage projects utilizing identified priorities and exercising sound judgment. Work collaboratively will all UW Facilities Executive Assistants to provide and maintain a professional and comprehensive administrative structure.

Recruitment Management and HR Coordination:

• Leads and centrally manage all department recruitment, hiring, and termination/off-boarding efforts for UWF VP Office, developing a standardized process for position development, review and recruitment. Manages all other HR needs within the VP Office.

• Drafts, edits and maintain final job descriptions and related documentation for VP Direct reports. Expertise in University HCM system, Workday, with ability to easily navigate processes and procedures.

Other:

• Perform other duties as required.

Core Competencies

• Demonstrate personal integrity and trustworthiness.

• Manage stressful situations and changing priorities effectively.

• Anticipate, recognize and resolve problems.

• Be responsible and accountable.

• Use organizational skills and provide attention to details.

• Maintain a positive, optimistic, and success-oriented attitude.

• Exercise professionalism, which includes being tactful and courteous.

• Exhibit a professional work ethic.

• Continuously promote a safe work environment.

MINIMUM REQUIREMENTS

Bachelor’s degree in Business, Communications, English, or relevant field and at least four years of increasingly responsible administrative support in a complex organization and/or support of executives, including:

• Experience in positions/work environments which require the highest level of integrity, confidentiality, professionalism, discretion, and tact. Proven ability to maintain harmonious relationships and effectively address sensitive administrative issues.?

• Highly developed interpersonal skills. Demonstrated ability to work one-on-one as well as with large groups, at all organizational levels, and from diverse industries, organizations, and backgrounds.?

• Strong analytical and problem-solving skills. Ability to research topics/issues quickly and efficiently given limited guidance and direction. High degree of discernment and decision making to determine appropriate communications and procedures.?

• High degree of professional organization, adaptability, and flexibility to effectively manage rapidly changing priorities and demands, with frequent interruptions. Successful performance in very challenging, high-volume setting where pressure, deadlines, and priorities constantly change.?

• Experience managing projects.

• Demonstrated success managing complex calendaring and travel for senior-level executives.?

• Clear and concise spoken and written communication. Expertise in drafting, editing, and proofreading high-quality, professional business documents.?

• Advanced proficiency with Microsoft Office suite, including Word, Excel, PowerPoint, and Publisher, as well as with Outlook/Exchange or other commonly-used email and calendaring applications.?

• Ability to build relationships.

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

DESIRED REQUIREMENTS

• Possession of a valid Washington State driver’s license.

• Master’s degree.

• Experience in higher education, government or another public agency setting.

CONDITIONS OF EMPLOYMENT

• Must be able to work in a non-smoking environment.

• Regular and predictable attendance is required.

• Hybrid eligible, however regular and predictable in-person attendance required typically three days per week.

• Occasional work beyond the normal 40-hour week, including evenings, nights, and weekends may be required.

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.**

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University of Washington is an affirmative action and equal opportunity employer. All qualified applicants will receive consideration for employment without regard to, among other things, race, religion, color, national origin, sexual orientation, gender identity, sex, age, protected veteran or disabled status, or genetic information.