Req #: 230311

　　Department: SCHOOL OF DENTISTRY

　　Posting Date: 01/23/2024

　　Closing Info: Open Until Filled

　　Salary: $8,142 - $9,416 per month

　　Limited Recruitment: Open to UW Employees only

　　Shift: First Shift

　　Notes: 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. (https://hr.uw.edu/benefits/wp-content/uploads/sites/3/2018/02/benefits-professional-staff-librarians-academic-staff-20230701_a11y.pdf )

　　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 UW School of Dentistry has an outstanding opportunity for an Executive Assistant to the Dean.

　　The School of Dentistry at the University of Washington is ranked as one of the top ten dental schools in the world. The Office of the Dean provides central support for the Dean of Dentistry in leading the educational and administrative services producing highly trained dentists who are committed to serving communities across our region, including those who have been historically underserved and underrepresented. Through respect for diversity, which is instilled in all our students, faculty, staff and patients through education, training and by example, the School has established services that are team-oriented and fully committed to guiding principles of equity, diversity and inclusion.

　　The Executive Assistant to the Dean will report to the Dean of the School of Dentistry, serve as principal assistant to the Dean, manage the front office, and provide overall management of the Office of the Dean support functions. The person in this position regularly exercises independent judgment and discretion in work products directly related to accreditation, management policies and the School's business operations and will have delegated authority to perform professional administration and management of program or administrative functions that affect operations supporting the Office of the Dean and the School. The Executive Assistant will make complex, independent decisions and ensure administrative support for Dean's Office units or committees with schoolwide responsibility when needed. The individual in this position is expected to inform faculty, staff, students and others of the Dean's current views and priorities. To perform this job successfully, the individual must have excellent communication skills and the ability to exercise professionalism and discretion across a broad range of individuals including senior leaders within the School of Dentistry and other schools and units within the University of Washington. In addition, the individual must be technologically proficient with Microsoft Office suite products and other software for supporting administrative functions.

　　DUTIES AND RESPONSIBILITIES Executive Assistance (55%)

　　Coordinate and prioritize the Dean's calendar to include a wide variety of meetings and events scheduling. Discuss issues, projects, and deadlines with the Dean, Associate Deans, Chairs, Directors, and others in determining and setting priorities for the Dean's schedule. Serve as liaison between the Dean and other senior University officials (President's Office, Provost's Office, Board of Regents, etc.),as well as other universities and external organizations.

　　Participate as a member of the Dean's executive staff and schedule, coordinate and support campus-wide committee meetings for which the Dean is Chair. Work closely with the Assistant and Associate Deans in dealing with special events, projects, personnel matters, and sensitive issues.

　　Assist the Dean with processing annual membership renewals for professional organizations, and registration and travel arrangements for annual professional meetings.

　　Manage staff who arrange and process the Dean's frequent and often complex travel schedule, which includes both national and international itineraries. Process travel expense reimbursements or supervise their completion. Assist the Dean's colleagues and collaborators in making travel arrangements for visits to the University of Washington.

　　Approve UW 1460 Outside Work for Professional Compensation forms submitted by faculty members.

　　Assist the Dean in meeting and conference preparation by researching, developing, and producing print, electronic, and other materials for presentations.

　　Revise the Dean's Curriculum Vitae at least once per month and distribute to other staff who maintain other informational documents regarding the Dean's research activities.

　　Compose complex correspondence, memos, and email announcements for the Dean to state and federal legislators, other UW Deans, the Provost's Office, and UW vice presidents/vice provosts. Proofread and edit various documents and manuscripts.

　　Review and prioritize Dean's mail, telephone calls, and other communications and prepare responses as required. Monitor timeliness and appropriateness of correspondence/memos when others are designated to draft responses.

　　Other duties as assigned.Administrative Activities (30%)

　　Provide support to the Dean for Executive Leadership Team and Leadership Council meetings. Participate in the discussions, coordinate agendas, develop and/or supply materials, compose and distribute meeting notes, provide, or coordinate follow-up.

　　Ensure that the Dean’s Office is staffed and open 5 days per week

　　Responsible for ensuring that the Faculty Council has administrative support.

　　Ensure administrative support is available for the Diversity Committee and the Faculty Professionalism & Development Committee, including working with each committee's chair to coordinate agendas, develop materials, compose, and distribute meeting notes, provide, or coordinate follow-up.

　　Monitor issues coming under consideration before the Washington State Dental Quality Assurance Commission (DQAC) and how these may impact the School of Dentistry. Work collaboratively with appropriate School of Dentistry leadership to ensure that these issues are addressed.

　　Support the School's ongoing compliance with accreditation standards. Coordinate communications between the Office of the Dean, Office of the President, Office of the Provost, and accreditation bodies. Ensure timely submission of required surveys and reports, including reports of curricular and leadership changes, to the Commission on Dental Accreditation (CODA). Under the direction of the Dean, the Associate Dean for Academic Affairs, and chairs of accreditation self-study committees lead the administrative support for both the CODA accreditation planning and implementation site visits.

　　Support efforts towards institutional effectiveness, primarily through providing administrative and strategic support to the ad-hoc Institutional Effectiveness Committee.

　　Manage the administrative review of Associate Deans and department chairs including developing and organizing procedures; composing correspondence; coordinating and maintaining meeting schedules; organizing meetings; planning interview and site visit schedules.

　　Manage the confidential recruitment process for Department Chairs and Associate Deans to include committee support and, working directly and independently with candidates on travel arrangements and itineraries, interview schedules, and on-site @logistics.

　　Plan, implement and support schoolwide special events and projects or work closely with others on planning, implementing, and supporting these events as needed.Supervisory Responsibilities (15%)

　　Manage office support, including implementation of professional administrative procedures and support standards. Develop new practices and procedures and recommend new policies as needed. Evaluate existing practices and resolve reoccurring problems as they arise.

　　Supervise Administrative Assistant 3 (1 FTE) whose responsibilities include supporting the Dean in calendaring, travel arrangements, coordination of course materials, invited guest speakers, special projects, front desk responsibilities, reception, parking, room scheduling, directory information, scheduling meetings for assistant and associate deans, catering, mail distribution, typing and editing correspondence and special projects as assigned.

　　Supervise hourly work-study I Student Assistant position supporting the Dean's office team

　　Supervise additional Administrative Assistant 3 (1FTE Fixed Duration) who provides administrative support for the front office and accreditation activities including writing, editing, organizing and delivering work products and documentation supporting a self-study report to be used by visiting accreditation reviewers. MINIMUM REQUIREMENTS

　　Bachelor’s degree in Business, Communications, Public Administration, or other relevant fields.

　　Two years administrative experience at the executive support level including personnel supervision and administration, schedule and event management, budget development and management, and report writing.

　　Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration. 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 your “My Jobs” page. If you select to take it later, it will appear on your "My Jobs" page to take when you are access 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.

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