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Job Description

The Department of Civil and Environmental Engineering has an outstanding opportunity for a full-time Assistant to the Chair to join our team.

Position Purpose

Primarily responsible for managing all aspects of academic personnel faculty (APF) in close collaboration with the department administrator and chair. This includes support for faculty searches, academic appointments, hiring and on-boarding of adjunct and affiliate faculty as well as post-doctoral research associates, annual merit reviews, visa processing, promotion and tenure, professorships, faculty leave, and sabbaticals. In addition, the position provides executive support to the chair, including calendar management, scheduling and management of departmental meetings and votes, and organization of departmental events in collaboration with other department and college staff.

Position Complexities

Expected to exercise independent judgment during performance of duties and to handle materials of a sensitive and/or confidential nature in a timely and supportive manner. This position requires frequent and substantive interactions both within and outside of the University. The position requires a thorough knowledge of AHR and of the functioning of University, College of Engineering (COE), and departmental policies and procedures and an understanding of department administrative and business activities. The position functions as part of a team comprising other main office staff. This position reports to the department administrator and will work closely with the department chair. Professional development is important to the culture of the department. It is essential to demonstrate accountability for professional growth and competency by seeking opportunities and activities that improve skills to support the chair and the department. It is expected that new ideas will be incorporated into solutions and plans so the department can benefit.

Position Dimensions and Impact

The Department of Civil and Environmental Engineering (CEE) maintains an internationally recognized research program, numerous academic programs, and multiple research and testing laboratories spread across five different buildings. The department offers two ABET-accredited undergraduate engineering degree programs and multiple graduate programs that are highly ranked in polls such as US News & World Report, National Research Council, and Gorman Report. The department has approximately 35 full-time faculty and over 80 affiliate faculty and lecturers. The department has a large portfolio of programs, including multiple online programs, and a growing number of international exchanges with both Scandinavian and Asian nations,

Position Responsibilities:

Academic Human Resources (60%)

+ Manage all department academic human resources processes for tenure and tenure-track faculty, teaching faculty, research faculty, lecturers, and short-term academic appointments such as research associates, acting instructors, visiting scholars/scientists, and VISIT/VISER interns.

+ Create appointment packets, maintain personnel files, administer faculty voting and independently follow through on necessary APF actions.

+ Interpret University and COE policies and procedures, serving as the subject-matter expert on APF, International Scholars Operations (ISO), and associated Workday processes for academic appointments.

+ Work closely with the Administrator, HR Manager, and the COE HR office to resolve AHR administrative or issues.

+ Coordinate visa applications and renewals, including J-1 and H-1B, if appropriate, and troubleshoot issues with International Scholars Operations (ISO) and/or COE HR.

+ Manage department Promotion and Tenure process. Collect required documents and assemble promotion and tenure dossiers.

+ Exercise confidentiality and follow policies in corresponding with reviewers and prepare evaluation materials for internal review.

+ Coordinate department faculty searches, including independent correspondence with candidates, preparing complex interview schedules, scheduling visit itineraries, logistics and travel.

+ Provide administrative support with position requisition and advertisement placement, administrative support to the search committee, search closing and preparation of hiring packets.

+ Coordinate with the department administrator for recruiting, offers, and all financial portions of APF.

Chair Support (20%)

+ Manage the chair’s schedule: organize activities, schedule and set meetings at the department, college, university community and national level, ensuring that the chair’s priorities and obligations are met.

+ Prepare supportive background materials for meetings and provide relevant background details. Draft and edit correspondence, memos and reports, which are often of a confidential and sensitive nature, in a concise and succinct manner for the chair’s signature.

+ Meet regularly with the chair to plan and coordinate department initiatives and activities.

+ Organize and keep track of department initiatives and communicate deadlines to relevant parties.

+ Apprise the chair of priorities and deadlines and formulate recommendations.

+ Schedule and coordinate faculty meetings, prepare faculty meeting minutes, and schedule, track, and document faculty votes.

Events (10%)

+ In collaboration with other university offices and COE/CEE staff, plan and manage special events, including endowed lectures, and other departmental and development functions and events.

+ Provide administrative support to guest speakers for external events, making travel arrangements and ensuring their visit goes smoothly and reflects positively on the department.

+ Organize internal events such as faculty meetings, advisory board meetings, the faculty retreat, and other non-recurring events that require administrative or logistical support.

Department Support (10%)

+ Create and maintain official records in accordance with CEE, COE, and University policies.

+ Provide administrative support to the Chair and Administrator; assist with special projects.

+ Other duties as assigned.

Minimum Requirements

+ Bachelor degree in business, administration or related field and two years of increasing level of administrative experience/responsibility.

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

Additional Requirements

+ Ability to interpret and communicate to others complex policies and procedures.

+ Ability to work independently with a high degree of reliability, accuracy, and productivity.

+ Ability to handle confidential information with a high level of tact, discretion, and diplomacy.

+ Demonstrated ability to maintain harmonious working relationships and effectively address complex and sensitive administrative issues.

+ Ability to work across multiple levels of an organization to achieve results.

+ Ability to research topics/issues quickly and efficiently given limited guidance and direction.

+ Advanced skills with Microsoft Office Suite (i.e., Outlook, Word, Excel, PowerPoint, SharePoint).-Experience with planning and managing special events, including endowed lectures.

+ Experience with administrative support to guest speakers including travel arrangements.

+ Experience with organizing internal events like faculty meetings and advisory board meetings.

Desired Qualifications

+ Experience with APF

+ Knowledge of UW APF and UW ISO Policies and Procedures

+ Familiarity with UW Faculty Code

+ Familiarity with Workday

Our Commitment

The University of Washington is committed to fostering an inclusive, respectful and welcoming community for all. As an equal opportunity employer, the University considers applicants for employment without regard to race, color, creed, religion, national origin, citizenship, sex, pregnancy, age, marital status, sexual orientation, gender identity or expression, genetic information, disability, or veteran status consistent with UW Executive Order No. 81 (https://policy.uw.edu/directory/po/executive-orders/eo-81-prohibiting-discrimination-harassment-and-sexual-misconduct/) .

Compensation, Benefits and Position Details

Pay Range Minimum:

$81,600.00 annual

Pay Range Maximum:

$86,400.00 annual

Other Compensation:

-

Benefits:

For information about benefits for this position, visit https://www.washington.edu/jobs/benefits-for-uw-staff/

Shift:

First Shift (United States of America)

Temporary or Regular?

This is a regular position

FTE (Full-Time Equivalent):

100.00%

Union/Bargaining Unit:

Not Applicable

About the UW

Working at the University of Washington provides a unique opportunity to change lives – on our campuses, in our state and around the world.

UW employees bring their boundless energy, creative problem-solving skills and dedication to building stronger minds and a healthier world. In return, they enjoy outstanding benefits, opportunities for professional growth and the chance to work in an environment known for its diversity, intellectual excitement, artistic pursuits and natural beauty.

Our Commitment

The University of Washington is committed to fostering an inclusive, respectful and welcoming community for all. As an equal opportunity employer, the University considers applicants for employment without regard to race, color, creed, religion, national origin, citizenship, sex, pregnancy, age, marital status, sexual orientation, gender identity or expression, genetic information, disability, or veteran status consistent with UW Executive Order No. 81 (https://policy.uw.edu/directory/po/executive-orders/eo-81-prohibiting-discrimination-harassment-and-sexual-misconduct/) .

To request disability accommodation in the application process, contact the Disability Services Office at 206-543-6450 or [email protected] .

Applicants considered for this position will be required to disclose if they are the subject of any substantiated findings or current investigations related to sexual misconduct at their current employment and past employment. Disclosure is required under Washington state law (https://app.leg.wa.gov/RCW/default.aspx?cite=28B.112.080) .

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.