Administrative Specialist to the Assistant Vice Presidents

Job Description

For over 160 years, the University of Washington has been a hub for learning, innovation, problem solving and community building. Supporting this legacy and important public mission — with the goal of making the UW the world’s greatest public university, as measured by positive impact — guides everything we do in University Advancement. Bringing together development; alumni and stakeholder engagement; marketing and communications; and advancement operations, we advance the UW’s impact by developing meaningful connections that foster pride, advocacy and philanthropic support.   

Alumni and Stakeholder Engagement (ASE), working in collaborative partnerships with the UW Alumni Association, UW Retirement Association and the University Book Store, fulfills its mission to advance higher education in the state of Washington and to support the UW through impactful, broad-based engagement with alumni, students, retirees and friends of the University. This starts with creating a culture of belonging within our organization that values the diverse experiences and expertise of our team members, allowing everyone to thrive and to contribute their unique talents as we strive to achieve our shared goals. 

Alumni & Stakeholder Engagement has an exciting opening for an Administrative Specialist to support two executive leaders. This is a full-time, permanent position.

The Administrative Specialist to the Assistant Vice Presidents provides executive-level administrative support, project management and operational coordination for the Assistant Vice President for Engagement and the Assistant Vice President for Marketing & Communication. The role supports executive scheduling, communications, meeting and event coordination, project tracking, briefing preparation and stakeholder engagement activities. The position also provides support to the Vice President of Alumni & Stakeholder Engagement and works closely with Advancement leaders, university partners, trustees, volunteers and other stakeholders.

What You Will Do

Executive Administrative Support (70%)

• Support the complex calendar and scheduling needs of two Assistant Vice Presidents, coordinating meetings and events with internal and external stakeholders. Use sound judgment to prioritize requests, resolve conflicts and proactively manage scheduling changes.

• Organize meetings and provide executive support, including logistics coordination, agenda preparation, briefing materials, meeting documentation and follow-up on action items and next steps.

• Draft and prepare correspondence, acknowledgments, reports and other communications on behalf of the AVPs.

• Conduct research, prepare executive briefing materials, assist with reporting and analysis and support planning and implementation of projects and strategic initiatives.

• Support the AVPs in managing projects, initiatives, stakeholder engagement activities, reporting efforts and operational priorities.

• Coordinate project plans, timelines, deliverables, action items and follow-up activities to support progress toward goals and deadlines.

• Assist with tracking workplans, goals and reporting metrics associated with team and departmental initiatives.

• Arrange travel and manage expense processing, administrative budget tracking, recordkeeping and financial reporting activities.

• Maintain records and support reporting, data tracking and administrative systems that help advance team goals and priorities.

• Exercise discretion when handling confidential and sensitive information and support the AVPs in managing complex and time-sensitive matters.

• Provide backup calendar and administrative support to the Vice President for Alumni and Stakeholder Engagement, as needed.

Event and Meeting Support (25%)

• Coordinate logistics for meetings and events, including scheduling, venue arrangements, catering, technology support, agendas, materials, meeting documentation and follow-up actions.

• Support ASE all-staff meetings, retreats, professional development sessions, team initiatives and other internal gatherings.

• Provide onsite support for meetings and events, including setup, troubleshooting, hybrid meeting support and logistical coordination.

• Support ASE and University Advancement events, which may occasionally occur outside of standard business hours.

Other duties and special projects as assigned (5%)

Required Qualifications 

To be considered for this opportunity, your application must demonstrate that you meet the minimum qualifications and additional qualifications listed below. Equivalent education and/or experience may substitute for minimum qualifications except when there are legal requirements, such as a license, certification and/or registration.

Minimum Qualifications

Applicants who do not meet these qualifications will not be forwarded to the Hiring Department.

Bachelor's degree AND at least 4 years of experience providing administrative support to executive leadership or related experience.

Preferred Qualifications

• Exceptional organizational and project management skills, with the ability to manage complex calendars, coordinate meetings and balance multiple priorities in a fast-paced environment.

• Strong written and verbal communication skills, with the ability to communicate clearly, professionally and effectively with a variety of audiences.

• Proven ability to work with high-level volunteers and/or donors.

• Knowledge of alumni relations, advancement, development, or stakeholder engagement practices.

• Experience in data management.

• Proficiency in Microsoft Office Suite for managing correspondence, reports, schedules and presentations.

• Strong attention to detail and accuracy, with the ability to exercise sound judgment, solve problems and work independently with minimal supervision.

What You Can Expect

• Hybrid-work schedule with four days in the office and one day eligible for telework per week. 

• Cubicle/open workspace environment that may result in higher noise levels and visual distractions.

• Workload and times may vary, including occasional early mornings, evenings and weekends in support of meetings and events.

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Compensation, Benefits and Position Details

Pay Range Minimum:

$72,648.00 annual

Pay Range Maximum:

$76,008.00 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.

To request disability accommodation in the application process, contact the Disability Services Office at 206-543-6450 or

dso@uw.edu

. 

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.