Administrative Specialist

Job Description

ADMINISTRATIVE SPECIALIST

Req #: 238927 Department: GLOBAL AFFAIRS Appointing Department Web Address: https://www.washington.edu/globalaffairs/ Job Location: Seattle Campus Job Location Detail: Hybrid available Posting Date: 09/12/2024 Closing Info: Open Until Filled Salary: $4,387 - $5,000 per month Other Compensation: Shift: First Shift Benefits: 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. As a UW employee, you have a unique opportunity to change lives on our campuses, in our state and around the world. UW employees offer their boundless energy, creative problem-solving skills and dedication to build stronger minds and a healthier world.
UW faculty and staff also enjoy outstanding benefits, professional growth opportunities and unique resources in an environment noted for diversity, intellectual excitement, artistic pursuits and natural beauty.
The Office of Global Affairs (OGA) is a catalyst and a hub for all things global at the UW, connecting the diverse internal and external networks of scholars, students, and community leaders engaged with international issues. OGA’s major activities include:
• Initiating and supporting scholarly research on global issues across campus units and departments, disseminating information about relevant faculty expertise, funding opportunities, and institutional ties abroad.
• Providing a portal through which external stakeholders -- including business leaders, government officials, non-governmental organization representatives, international alumni, and ethnic and cultural affinity communities -- can learn about and participate in UW global activities and resources.
• Serving as a central guide and resource for developing and successfully implementing study abroad programs, international research collaborations, and foreign institutional partnerships.
• Supporting UW community members in planning and carrying out international education, research and community engagement in a safe and productive manner.
To facilitate these functions, OGA has five main areas of responsibility: administration of study abroad and exchanges; support for international research; oversight of UW's centers and offices abroad; management of UW international relations and protocols; and coordination of strategic initiatives in the key areas of global health, global environment, global technology, global development challenges, and global cultural change.
The Administrative Specialist supports the work of the Office of Global Affairs (OGA) leadership team under the general supervision of the Associate Vice Provost. The position works closely with the Vice Provost (VP) and Associate Vice Provost (AVP), and Senior Faculty Advisor (SFA) to VP and supports OGA’s general office management. In addition, the position may occasionally support work related to advancement and stewardship, communications, events and international delegations and other general office management.
DUTIES AND RESPONSIBILITIES
Office of Global Affairs (OGA) Project Management
• Run projects and develop proposals independently, including developing program/event budgets. Use sound analysis and assessment to ensure the success of these activities. Develop systems to make managing projects and events more efficient while ensuring high quality. Develop policy content guidelines to improve processes and better serve constituents.
• The Administrative Specialist will focus primarily on three main project areas:
• Manage and coordinate arrangements for high-level international delegations visiting the UW in partnership with UW Advancement and other partners. This includes scheduling meetings and events with senior UW leadership and with relevant corporate and foundation partners.
• Plan and organize international-related events at the UW and abroad. This may include senior dignitaries from foreign governments, donors, academic partners or other critical international partners for UW. This may include outreach support, managing event registration and sending follow up.
• Manage the application and committee review process for OGA grants and awards, particularly the Global Innovation Fund.
• Step into critical roles in OGA, such as supporting the Vice Provost for Global Affairs, and handling communications when staff are traveling or away from the office.
Communications Strategy and Project Implementation
• Manage implementation of strategic events for donor, partner, and academic audiences.
• Work with OGA Advancement staff to design and make annual updates to stewardship materials. Support follow up as needed by transmitting contact reports or drafting follow up messages.
• Provide backup to the Program Manager for Global Partnerships and Communications.
• Manage follow-up correspondence related to UW leadership travel (including President, Provost, Vice Provost, Associate Vice Provost of Global Affairs and Senior Faculty Advisor to VP).
• Independently manage general updates to OGA’s websites.
Executive Communications, Administration and Operations
• Provide administrative support to VP, AVP and SAF, including scheduling and managing calendars and processing travel reimbursements.
• Manage office processes and orders for OGA including managing all office needs and managed workstations.
• Answer main office phone line and greet visitors who enter the office.
• Monitor office email and other web accounts, triage and manage responses as appropriate.
• Draft and send responses to general inquiries.
Other duties as assigned
MINIMUM REQUIREMENTS
Bachelors degree and one year of administrative experience required.
Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration.
ADDITIONAL REQUIREMENTS
Excellent verbal and written communication skills, attention to detail, ability to interact professionally with high-level staff and visitors in person, via email, and over the phone.
DESIRED QUALIFICATIONS
• Event planning experience
• Project management experience
• Experience with WordPress, Marketo and/or Cvent
• Experience with Canva and Adobe tools
• Experience with Zoom for Business; experience with MS Office tools and Google Suite
• Experience in higher education
• International experience and/or demonstrated cultural competence
Application Process: The application process may include completion of a variety of online assessments to obtain additional information that will be used in the evaluation process. These assessments may include Work Authorization, Cover Letter and/or others. Any assessments that you need to complete will appear on your screen as soon as you select “Apply to this position”. Once you begin an assessment, it must be completed at that time; if you do not complete the assessment, you will be prompted to do so the next time you log into your “My Jobs” page. If you choose to take it later, it will appear on your "My Jobs" page to take when you are ready. Please note that your application will not be reviewed, and you will not be considered for this position until all required assessments have been completed.

Committed to attracting and retaining a diverse staff, the University of Washington 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.

The University of Washington is an affirmative action and equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, gender expression, national origin, age, protected veteran or disabled status, or genetic information.

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 .

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