Business and Administrative Manager

Job Description

The Office for Academic Personnel and Faculty has an outstanding opportunity for a Business and Administrative Manager to join their team.

About this Opportunity

This position supports the work of the Office for Academic Personnel and Faculty (APF) by serving as the business manager and senior-level administrative support for the Inclusive Excellence pillar. The position provides operations leadership and manages the pillar’s fiscal, operational, and communications responsibilities; manages the UW’s institutional membership with the National Center for Faculty Development and Diversity (NCFDD); supports the UW ADVANCE Center for Institutional Change; and supervises student employees as needed. This position is responsible for day-to-day program logistics and long-term operations planning.

This position reports to the Associate Vice Provost for APF Inclusive Excellence but may take assignments, as well, from the Director of UW ADVANCE and other leaders in APF. The person in this position serves in a variety of administrative roles and must demonstrate effective communication, administrative judgment, and innovative project management ability. As an effective team player who is easily accessible and contributes to the success of APF, the person in this position must utilize deep knowledge of faculty recruitment and retention policies and practices within the context of academic units’ goals and missions. Additionally, the person in this position must have a thorough understanding of program activities to create and implement policies and procedures that increase efficiencies and allow for program growth and additional capacity for the AVP and Center Director. The person in this position must have the ability to act independently, responsibly, and efficiently, given general direction from the AVP, the Center Director, and the constraints of University policies and procedures. The person in this position is responsible for establishing and maintaining policies and procedures for APF Inclusive Excellence in all administrative areas. The position also leads administrative and operational activities, establishes and maintains project timelines, records and manages relevant data, and maintains communications and information sharing with other parts of APF.

This position supports the efforts of APF to achieve the successful recruitment and retention of an inclusive faculty across the three campuses of the UW; to support faculty across the arc of their careers at UW; and to provide resources to units across the university that help support the careers of faculty and academic personnel. The person in this position must have a good working knowledge of university policies relevant to faculty recruitment, retention, and success. The person in this position must also have a good working knowledge of appropriate fiscal reporting and records retention.

This is a hybrid position with an expected telework schedule of 3 days in-office, 2 days remote per week. Office space is located on UW Seattle campus.

Key Responsibilities

Operations Management (35%)

• Assist in developing and implementing policies, strategic plans, educational programs, and resources to recruit, retain, and support a diverse and inclusive faculty. 
• Regularly assist in the compilation and analyses of annual faculty data from national sources, UW sources (APF/HR), and EOAA reports.
• Maintain a comprehensive understanding of relevant university policies and procedures.
• Develop, interpret, and implement operational policies and procedures for AFP Inclusive Excellence, including UW ADVANCE.
• Help manage the AVP’s calendar and Center Director’s calendar.
• Triage requests made to Inclusive Excellence, responding on behalf of AVP and Center Director or escalating to AVP and Center Director as needed.
• Update and maintain the Inclusive Excellence website and the UW ADVANCE website in coordination with APF website and communication staff.
• Develop strategic public relations materials in coordination with the APF communications team.
• Manage and maintain programmatic listservs, calendars, other program-related databases, and spreadsheets.
• Assist with regular revisions to the Handbook of Best Practices for Faculty Searches and regularly update the online Toolkit. 
• Prepare annual reports on the work of APF Inclusive Excellence.
• As needed, assist the AVP in serving as a liaison to the Office of Minority Affairs and Diversity (OMA&D).
• Establish and maintain collaborative and cooperative relationships with units interacting with Inclusive Excellence, such as the Executive office, Deans offices, departments, UW HR, etc.
• Supervise graduate and/or undergraduate student assistants as needed.
• Other duties as assigned.

Events Management (25%)

• Set planning timelines including identifying tasks, deadlines, key activities and personnel and ensure deadlines are met.
• Coordinate event operations with Executive Office Shared Environment (EOSE) and VP for APF (e.g., purchasing, forms, worktags, approvals, etc.)
• Create, distribute, and manage event communications.
• Lead event logistics, including calendaring, room scheduling and set up, speaker coordination, event materials, communications, tracking RSVPs and participation, equipment, catering, evaluation surveys, and additional duties assigned by the AVP or Center Director.
• Develop programmatic calendar and coordinate with APF and other UW units’ faculty-related event calendars.
• Manage vendor contracts and ensure proper execution of contracts and payment.

Awards and Commitments Management (25%)

• Liaise with the Associate Director for Finance Executive Office Shared Environment to monitor and track commitments and expenditures.
• Work with Executive Office's Associate Director for Finance and Business Operations to manage relevant spreadsheets and compile necessary correspondence for the Faculty Advancement Initiative.
• Work with Associate Director for Finance and Business Operations to prepare budget projections and scenarios to support decision making.

National Center for Faculty Development and Diversity (NCFDD) Management (15%)

• Manage the university’s institutional membership with the NCFDD.
• Coordinate NCFDD outreach to members of the UW community.
• Track relevant budgeting and maintain necessary correspondence to support UW participation in the NCFDD’s programs (e.g., Faculty Success Program, Post-Tenure Pathfinders, etc.).

Required Qualifications

To be considered for this opportunity your application must demonstrate you meet both 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

• Bachelor’s Degree
• At least three years’ management experience in a university or similar setting

Applicants who do not meet these qualifications WILL NOT be forwarded to the Hiring Manager.

Additional Qualifications

• Respects, values, and is interested in contributing to the UW’s mission
• Ability to work well in teams and as a team leader/facilitator
• Strong organizational skills, attention to detail
• Experience leading and managing multiple projects
• Experience managing multiple budgets
• Adaptable and able to act quickly when the situation demands
• Excellent verbal and interpersonal communication skills
• Strong writing skills: ability to communicate in diverse written formats and media, and ability to tailor messages for a variety of audiences
• Proficiency with MS Office and electronic calendaring systems
• Proficiency with Google drive, Google's suite of work applications (docs, sheets, etc.) and other cloud-based applications like OneDrive/Sharepoint.

Preferred Qualifications

• Advanced degree in education administration or related field
• Familiarity with faculty and staff hiring processes
• Experience managing and updating web pages

Working Conditions

Office environment on UW Seattle campus with hybrid option (up to two days/week remote).

About the Team

To learn more about the Office for Academic Personnel & Faculty, please visit our website: https://ap.washington.edu/

Compensation, Benefits and Position Details

Pay Range Minimum:

Pay Range Maximum:

Other Compensation:

Benefits:

Shift:

Temporary or Regular?

FTE (Full-Time Equivalent):

Union/Bargaining Unit:

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.