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Req #: 248335

Department: HOUSING & FOOD SERVICES (HFS)

Posting Date: 07/29/2025

Closing Info:

Closes On 08/06/2025

Salary: $6834 per month

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)

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.

**Housing & Food Services (HFS) has an outstanding opportunity for an Administrative Specialist to join their team** and serve as the principal assistant to the Assistant Vice President for Student Life & Executive Director of Housing & Food Services, providing responsive, independent, and effective administrative and strategic support in a highly confidential and professional manner. Support strategic initiatives, cross-functional projects, and executive communications on behalf of the AVP & Executive Director. Demonstrate a high degree of personal initiative, flexibility, and sound judgment in all assignments, along with strong communication skills and the ability to organize and prioritize tasks to ensure smooth operations and high standards of excellence.

RESPONSIBILITIES

• Represent the AVP & Executive Director and serve as a liaison with senior HFS leadership, staff, University departments, professional organizations, students/family members, and outside agencies.

• Respond to and resolve issues of varying complexity and ambiguity, requiring research, investigation and follow up, including the engagement of appropriate staff.

• Coordinate and track progress on strategic initiatives and departmental priorities, ensuring alignment with organizational goals and timely execution.

• Conduct research, analyze data, and prepare briefing materials, reports, and presentations to support executive decision-making.

• Draft and edit high-level correspondence, reports, and communications on behalf of the AVP & Executive Director.

• Plan, prioritize, and manage the AVP & Executive Director’s calendar, including scheduling complex meetings, preparing agendas, and ensuring the AVP & Executive Director is fully briefed.

• Collaborate and support cross-functional project teams and committees.

• Lead departmental programs and committees related to assigned programs to improve departmental operations, culture, and efficiency

• Independently manage key departmental processes (e.g. merit raises and policy updates), ensuring accuracy and confidentiality.

• Coordinate departmental events, retreats, and meetings, including logistics, materials, and follow-up actions.

• Hire and supervise the HFS Administration Program Assistant and Student Assistant, ensuring effective operations of the HFS Central Office front desk and professional development of the staff.

• Serve as a SharePoint administrator for the unit, maintaining document libraries, workflows, and permissions.

• Provide guidance and support for departmental purchasing, travel, and budget processes, including policy interpretation and compliance.

• Act as a resource for internal inquiries related to facilities, and administrative procedures, resolving issues independently when appropriate.

• Coordinate travel arrangements for the AVP & Executive Director and staff, including itinerary preparation, logistics management, and post-travel reimbursement. Serve as the department’s subject matter expert on travel policies and procedures and review all prior approval travel requests for compliance and accuracy.

• Prepare and manage the HFS Executive Director’s office budget.

• Maintain a high level of responsiveness to calls, emails, and in-person inquiries, proactively anticipating the AVP & Executive Director’s needs and priorities. Independently assess and resolve issues as appropriate, ensuring timely and effective communication.

• Support recruitment efforts for senior-level positions by coordinating logistics, communications, and the candidate experience.

• Support purchasing requirements for Department, research items and obtain price quotes, and maintain ProCard information as required.

• Perform related duties as assigned.

SUPERVISION

Supervise the work completed by direct report(s), ensuring they have the depth and breadth of knowledge required to be successful in their role. Provide ongoing constructive feedback to support their success, and provide leadership that reflects departmental values, policies and procedures.

• Mentor and coach direct report(s) on requirements and/or opportunities for learning and professional development.

• If direct report(s) has unscheduled absence, promptly develop temporary coverage schedule for the period of absence. Cover and manage the desk until appropriate coverage can be secured.

• Ensure all staff who provide coverage are appropriately informed and trained.

IMPACT TO THE UNIVERSITY

This position interfaces directly with faculty, staff, students, parents, organizations and visitors. In doing so, it frequently conveys the first impression of the Department and/or University.

POSITION COMPLEXITIES

• The broad scope of the Executive Director’s Office and the AVP& Executive Director’s activities, including reports and presentations to staff, the Board of Regents, student groups, University departments and outside professional organizations

• Use of critical and independent judgment in daily work, taking initiative, prioritizing matters of importance and accomplishing a broad spectrum and volume of work

• Demonstrated ability to adjust to rapid and unexpected changes and the ability to perform all duties in a manner that promotes a team concept reflective of the mission, vision and values of Housing & Food Services

• Balancing tactical administrative responsibilities with strategic project support

WORKING CONDITIONS

• Regular weekday office hours, with some travel to campus meetings to support and/or carry out the AVP & Executive Director’s requirements.

• One day of remote work may be possible based on Director's approval.

REPORTS TO

Assistant Vice President for Student Life & Executive Director, Housing & Food Services

MINIMUM REQUIREMENTS

A bachelor’s degree and at least 2 years of experience providing administrative support to include complex calendar management, meeting coordination, and confidential correspondence.

Experience that demonstrates:

• Ability to support senior leadership in a complex organization

• Ability to manage complex projects and strategic projects with minimal supervision

• Exceptional written and verbal communication skills, including preparing reports and presentations.

• Proven ability to exercise sound judgment, discretion, and confidentiality in handling sensitive matters.

• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and SharePoint.

• Strong organizational skills with the ability to prioritize and manage multiple competing demands in a fast-paced environment.

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

DESIRED QUALIFICATIONS

• Experience coordinating executive calendars, meetings, and travel logistics with a high degree of accuracy and attention to detail.

• Experience working in higher education, public institutions, or similarly complex environments.

• Familiarity with project management tools or methodologies.

• Strong analytical and research skills, with the ability to synthesize and present information clearly.

• Experience supervising or mentoring administrative staff or student employees.

• Advanced proficiency in Microsoft Excel, PowerPoint, and collaboration platforms such as Teams.

• Demonstrated initiative, adaptability, and a proactive approach to problem-solving.

CONDITIONS OF EMPLOYMENT

• A satisfactory outcome from employment verification and reference check processes is required prior to hire.

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 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.**

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.