Administrative Specialist for Special Projects and Executive Assistant to the Senior Director

Job DescriptionThe Executive Office of the President & Provost has an outstanding opportunity for an Administrative Specialist for Special Projects and Executive Assistance to the Senior Director to join their team.About this Opportunity Reporting to Senior Director for Finance, HR, and Administration for the Executive Office (EO) of the President and Provost, the Administrative Specialist provides management and oversight of special projects as well as high-level administrative and professional support to the Senior Director and members of the Executive Office Finance and HR Management Teams. As a member of the Executive Office of the President and Provost, this position is expected to work closely and collaboratively with members of the EO to ensure seamless support and smooth operations. The EO Finance and EO HR teams support a budget of $50+ million and total headcount of 800+ ongoing and temporary positions under the Executive Office organization, which includes the following portfolio of units:- Vice Provost units:                - Academic Personnel & Faculty                - Academic Strategy & Affairs                - Enrollment Management (which includes Admissions, Financial Aid, International Student Services, and Registrar)- Vice President unit: Campus Community Safety (which includes Emergency Management, Husky Assist Mobile Response, SafeCampus, and UW Police Department)- Executive Office of the President & Provost units:                - Environmental Health & Safety                - Health Sciences Services                - Internal Audit                - Ombud                - Strategic Initiatives Office                - University Policy & Rules                - UW Investment Company (UWINCO)- Attorney General's Office- Board of Regents- Office of Shared GovernanceThe successful candidate must manage multiple and competing priorities--with frequently tight deadlines--skillfully, reliably, accurately, and confidentially while demonstrating discretion and independent judgement in all areas of operation. Input and demand come from multiple directions, people, organizations, and activities. Managing this breadth and complexity requires a good working relationship with colleagues, excellent communication and organizational skills, an ability to deal with the unexpected, an acceptance of a certain level of stress, an ability to maintain an optimistic outlook, a capacity for innovation, and a willingness to embrace change and process improvement.The Executive Office of the President and Provost interacts with the diverse units of the university as well as external constituents and partners from local, national, and international institutions and communities. This highly visible office strives to provide exceptional and professional service to all who request assistance from the University of Washington. The Administrative Specialist, as a representative of Executive Office, correspondingly encompasses this high level of service.This position is hybrid-eligible, with an expectation of at least 3 days onsite, but may be required to shift in-office days to meet the needs of the Executive Office. Standard work schedule is Monday – Friday, 8 am to 5 pm.Key Responsibilities  Special Projects Management (50%)Under the guidance of the Senior Director, manage executive search coordination and logistics. Executive searches are high-impact/high-visibility initiatives requiring professional tact and discretion in all communications and actions. This position provides lead coordination by working directly with the Executive Office team, search advisory committee co-chairs, committee members, executive search firm, and other internal and external stakeholders. Position will be expected to provide sound guidance and independent judgement in communicating recruitment policies and procedures aligned with HR requirements. An extremely high-level of confidentiality and professional discretion given the position being recruited or reviewed is senior leadership and have high impact across the entire institution Specific duties include: complex meeting coordination and scheduling, especially planning multi-day campus visits for finalists; drafting and disseminating communications; staffing meetings and tracking follow up actions; receiving and triaging inquires related to the search; and other duties/assignments that may emerge as part of the search process. Position may manage multiple concurrent searches, thus requiring an extremely high level of organization, attention to detail, and time-management skills.Provide high level administrative and logistical support for 5-year leadership reviews of vice provosts and vice presidents which the Senior Director leads and partners with the Assistant Vice President for Total Talent Management. Provide sound guidance and independent judgement in communicating and carrying out various HR/personnel-related actions and processes as part of the review. Communicate with tact and discretion and coordinate with a wide range of internal and external constituents representing the Senior Director, President, and Provost.Provide high level organizational and administrative support for the Administrators Council which the Senior Director leads. Duties include documenting decision-making, tracking next steps, developing and disseminating agenda and materials, and directly coordinating meeting logistics.Manage other special projects and initiatives as assigned. Initiate frequent and open communication with the Senior Director and other EO team members on issues, project statuses, process improvements, etc. Exercise good judgement and professional discretion in dealing with sensitive issues and/or senior leadership.Executive Assistance to the Senior Director (40%)Provide administrative support to the Senior Director, requiring a clear understanding of all programs, projects, initiatives, and priorities operating under the Senior Director's purview; utilize independent