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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 Energy, 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.
Committed to attracting and retaining a diverse staff, University of Washington Transportation Services will honor your experiences, perspectives and unique identity. Together, our community strives to create and maintain working and learning environments that are inclusive, equitable and welcoming.
We have an outstanding opportunity for an Executive Assistant to the Director to provide direct executive administrative support to the Director of Transportation Services (TS) and Associate and Assistant Directors of Transportation Services. The role regularly exercises independent judgment and discretion related to departmental operations and policies, and represents the goals and interests of Transportation Services within UW Facilities, to the broader UW Community, and to a broad range of donors, visitors, professional organizations, and external partners (METRO, SDOT, state and national legislative liaisons, and OFM, etc.)
This role provides seamless executive administrative support to the director and the Transportation Services executive leadership team which includes but is not limited to calendaring, event management, and information/communication flow with the five business units in Transportation Services, UW Facilities, the institution wide executive leadership, and campus and municipal community partners. Additionally, the role independently manages special projects and assignments which enable department leaders and business units to focus on overarching strategies and performance objectives. The assistant to the director has a clear overall understanding of all programs and projects and provides essential support and detail management to ensure the director, executive leadership, and business units are focused and efficient. This position plays a key role in department process and information flow and helps the team with process and internal policy improvement. The assistant understands TS programs, operations, and information within the department and the University, and has a broader understanding of the University’s mission, in order to support the Director and TS senior leaders as they work to achieve alignment to best practices, policies and the University of Washington’s mission.
This role provides a high level of support to the TS executive leadership team, the University Transportation Committee, and all TS supervisory staff. The position has daily contact with campus executives, campus committee chairs, faculty/staff/and students (contacts include but are not limited to the offices of Vice Presidents, Vice Provosts, and other administrative offices, students, faculty and staff.) The support work provided by the Assistant to the Director, directly impacts the ability for TS executives to effectively and efficiently manage global and day-to-day responsibilities. This position is critical to enabling the department’s ability to achieve key near-term and long-term goals. Position requires executive coordination and support in multiple, full-scope avenues: administration, human resources, planning, and prioritization.
Primary Duties and Responsibilities
Research and Special Projects (30%)
•Research, analysis and project management of special projects and ad hoc assignments as assigned by the TS Director, Associate Director or Assistant Director which include policy, compensation, financial, and program analysis. •Create executive level presentations, executive summaries, documentation, and reports division wide operations (eg. executive briefings for UWF Vice President, campus wide public hearings, institutional committees, and Board of Regents policies/rate approvals/and program/operations presentations). •Develop or edit presentations, division wide communications, or correspondence on behalf of the TS Executive Leadership Team. •Develop and edit ad-hoc reports regarding department performance or operations, which includes research and collaboration with peer institutions or consolidation of stakeholder or staff feedback.
Executive Support (30%)
•Serve as principal communication liaison to the Directors and TS Leadership team exercising a high degree of discretion and independent judgement in communications. •Maintain an understanding of all Transportation business units, services, policies, and projects. Ensure the efficient flow of requests, information, and materials. •Manage executive calendars and proactively provide efficient planning, scheduling and coordination of meetings and special events which including division wide monthly meetings, stakeholder engagements, large community forums, and committee and commission meetings. Make room reservations and prepare and distribute agendas and meeting materials. •Independent decision making required for meeting management associated with rescheduling, postponing or relocating meetings as needed. Attend key meetings and provide accurate and concise reflections of discussions, questions, work products/assignments, and agreements. Prioritize and process meeting requests associated with competing and shifting priorities. •Develop and manage executive level correspondence, complex spreadsheets, division reports, key presentations, meeting materials, and other publications. Ensure data integration and compliance for project file organization, new technologies, and necessary training events. Develop and review outgoing documents for signature, format, accuracy, compliance with procedural instructions and develop/distribute necessary background materials to assist with the approval process. •Provide back-up executive level support to the Associate Vice Presidents (AVP) and the Executive Assistant to the AVP as needed.
Office Administration (10%)
•Manage and support department policies and standard operations. Maintain information accuracy and integrity. •Ensure appropriate financial stewardship of operational expenditures. •Oversee travel arrangements, and submittal of reimbursements for the Director and all TS staff associated with supporting registration, billing, and entry into UW eTravel/Ariba systems. •Serve as office manager working with Central Admin, ensuring that office supplies, equipment, printing, and maintenance services are maintained and prepare purchase requisitions for set-up. •Oversee, collect and deliver all public record requests. •Manage procurement card purchases and account reconciliation, departmental vehicle scheduling, arranged parking for guests, and professional organization membership management. •Manage department computer inventory, coordinating replacement and rotation of inventory as needed. •Provide secondary support to the Organizational Development Specialist for recruitment onboarding, and outboarding.
Department HR Support (15%)
While collaborating with Partner Resources this position will; •In collaboration with Partner Resources, manage time/absence tracking for all business units, including all compliance related leave requests such FMLA/Parental leave, bereavement leave, and all other leave categories and calendar updates. •Facilitate the hiring and onboarding/outboarding process for professional staff team members which includes recruitment and hiring management. •Coordination and processing of HR related team needs and inquires. •Provide supervisory support of staff and/or temporary, classified, and student employees as needed. •Support the Director’s Office and the VP for Facilities with event planning efforts, including but not limited to holiday gatherings, staff retirements, and project celebrations.
Building Management and Security (10%)
•Act as Building Coordinator managing all building facility management and operation needs. •Oversee multiple levels of security access which include, staff badges, entry code, CAAMS access, and key access/administration. •Oversee M&C building repair, renovation, and enhancement projects for the Transportation Administration Building. •Work with all UWF Partners, the Customer Care teams, trades shops, and project managers from planning stages through completion. •Coordinate key space assignment, allocation, planning, and relocation of staff and meeting spaces for the division. •Coordinating all other building-related needs
Preforms other duties as assigned (5%)
•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.
•Bachelor’s degree and a minimum of 2 years of directly related experience, or equivalent •Demonstrated excellent interpersonal and oral/written communication skills; ability to work successfully with people at all levels throughout the organization and with a wide range of constituencies. •Excellent organizational skills; ability to work independently and successfully coordinate multiple tasks within project priorities. •Demonstrated flexibility to meet changing needs and unpredictable deadlines. •Excellent problem-solving skills; ability to analyze complex information, and to define and solve problems. •Demonstrated ability to function effectively within a complex regulatory environment. •Demonstrated ability to interpret policies and procedures. •Excellent skills with standard productivity software including Microsoft Office Suite with a high level of proficiency in Microsoft Outlook and Microsoft PowerPoint.
Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration.
•Experience working in higher education and/or local government. •Experience supporting executive leader(s) in a large/complex organization. •Experience working in transportation, urban planning, or a related industry. •Possession of a valid Washington State driver’s license.
Conditions of Employment:
•Required to lift/move up to 50 lbs. •While usual hours fall within standard business hours, work may be required during hours beyond standard business hours, including weekends. •Work is normally performed in a typical interior/office environment; however, work may include incidental outdoor or fieldwork with exposure to the elements and variable weather conditions. •Work is performed in an open office environment – successful candidates will possess the concentration and social skills necessary to work in that environment. •Ability to lift, bend, and reach consistent with routine office/administrative activities (e.g. conference room setup, supply stocking). •Must be able to work in a non-smoking environment. •Regular and predictable attendance is required.
•This position may be eligible to work remotely on a hybrid basis, upon mutual agreement with supervisor and in accordance with University telework policies.
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.
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