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.
POSITION PURPOSE
The Administrative Specialist leads communications and provides executive level administrative and project management support for the Boeing AI Education & Research Initiative and the College of Engineering (CoE) AI Institute at the University of Washington, whose goal is to advance technical innovation and skills development in data-driven engineering. The position develops communications program goals, distributes program content and provides professional level project management support for the CoE AI Institute Director.
The Administrative Specialist supports the communication and operational activities of a $40M industry-funded effort to develop and support education and research activities in the area of data-driven engineering and artificial intelligence. The Administrative Specialist works closely with CoE AI Institute faculty and stakeholders of the Boeing Education & Research Initiative, and must maintain understanding of subject matter as well as knowledge of related departments and institutes in order to develop effective communications strategies and employ tactful, collaborative approaches to promotion.
The Boeing AI Education & Research Initiative is a well-funded, high visibility effort of critical importance to the College of Engineering-Boeing partnership and the UW’s relationship with Boeing. The CoE AI Institute is a new institute that will lead and coordinate AI-related activities. This position requires a of these two units.
DUTIES AND RESPONSIBILITIES
The Administrative Specialist is responsible for developing a deep understanding of the academic and research programs of the Boeing Education & Research Initiatives and the College of Engineering (CoE) AI Institute and affiliated faculty. Using this knowledge, and under the general direction of the Director, the individual in this position works independently to produce and distribute materials that promote our students, faculty, and programs via emails, social media, websites, publications, flyers, or events. The position also serves as the principal assistant to the Director, handling key communications and projects with accuracy and professionalism.
Communications and Marketing (85%)
Develop a network of contacts with departments and institutes to stay on top of news and announcements.
Post and edit news stories, announcement, and information pages to the department website; format text, images, and hyperlinks following our communication plan and design standards.
Monitor automated quality-assurance tools and resolve issues that are flagged.
Perform periodic site audits and update information as needed.
Create a communications plan based on communication strategies and goals developed in partnership with the Director and Managing Director.
Following the communication plan, produce posts for department Twitter, Instagram, and LinkedIn channels; monitor analytics and audience engagement.
Exercise independent judgement to interpret and meet program goals, and use detailed knowledge of our academic and research programs to engage external audiences. Serve as the lead staff person on social media, monitoring program activities and ensuring consistency with program goals.
Ensure accessibility of web assets and acquire appropriate images for web content or social media.
Assist in the creation of custom graphics and cropped images as needed.
Send or forward emails to promote upcoming events internally, to other relevant campus units, and to external audiences.
Monitor compliance to brand guidelines and provide approved logos and other assets to partners.
Manage shared email account. Write Institute correspondence and ensure gifts are acknowledged in a timely manner.
Communicate on behalf of the Director with representatives from the office of the Vice Provost for Research, Deans’ offices, Capital Projects Office, Federal and State Relations, and the Office of Planning and Budgeting, as well as external partners.
Provide executive level project management for the Director.
Manage special projects, provide statistics, track budget and perform background research for directors’ initiatives as assigned. Such initiatives might include establishing or managing new funding programs; new education or industry collaborations; special graduate student projects, industry visits, and teams; regional seminars, conferences or meetings; constituent surveys; and special presentations.
Help coordinate move to the Interdisciplinary Engineering Building.
Ensure that proper communication is completed to smoothly transition to the new building.
Support business functions of the new office space/reception area, including managing mail, front desk, calendaring or reservation systems, receiving guests, and establishing and managing other related resources.
Administrative Support (15%)
Serve as principal assistant to the Director.
Maintain calendars and schedule meetings with keen attention to duration, transportation time, and advance preparation time required.
Keep Director apprised of meeting dates and appointments and provided necessary supporting materials in a timely manner.
Issue reminders and notifications of important commitments and ensure that all official obligations are met.
Coordinate and organize ad hoc appointments and meetings as requested. Coordinate with other executive assistants on high-level meetings; ensure proper listing on network wall and calendars. Reserve rooms, arrange food or catering, and provide equipment and materials.
Develop agendas and draft invitations, reports, surveys, and other professional correspondence, which may contain confidential or sensitive information.
Coordinate and organize appointments and meetings as requested by the Director.
Reserve rooms, arrange food or catering, and coordinate equipment, A/V support, and materials.
Participate in college/school meetings and contribute to committees.
Serve on event teams to support large events, conferences and summer programs.
MINIMUM REQUIREMENTS
Bachelor's Degree in Communications, Administration, or a related discipline
Two years of experience in communications, administration, or higher education.
Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration.
ADDITIONAL REQUIREMENTS
Flexibility and willingness to work under pressure of frequent deadlines and changing priorities in a high-volume academic setting.
Demonstrated experience with current social media platforms and best practices.
Ability to learn University guidelines and procedures and the ability to reference them on the UW website when requested.
Proficiency with Microsoft Office Suite and Google Suite. Ability to gain proficiency in other software and web-based tools, as needed.
Ability to work collaboratively and independently with a high degree of reliability, accuracy and productivity. Strong service orientation.
Demonstrated commitment to diversity and equity and ability to form productive working relationships with students, staff and faculty from diverse backgrounds.
DESIRED QUALIFICATIONS
Experience working in an academic program, at an academic institution, and/or with faculty across departments or in an interdisciplinary unit.
Graphic design interest or ability
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 access your “My Jobs” page. If you select 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.
$ads={1}
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.
POSITION PURPOSE
The Administrative Specialist leads communications and provides executive level administrative and project management support for the Boeing AI Education & Research Initiative and the College of Engineering (CoE) AI Institute at the University of Washington, whose goal is to advance technical innovation and skills development in data-driven engineering. The position develops communications program goals, distributes program content and provides professional level project management support for the CoE AI Institute Director.
The Administrative Specialist supports the communication and operational activities of a $40M industry-funded effort to develop and support education and research activities in the area of data-driven engineering and artificial intelligence. The Administrative Specialist works closely with CoE AI Institute faculty and stakeholders of the Boeing Education & Research Initiative, and must maintain understanding of subject matter as well as knowledge of related departments and institutes in order to develop effective communications strategies and employ tactful, collaborative approaches to promotion.
The Boeing AI Education & Research Initiative is a well-funded, high visibility effort of critical importance to the College of Engineering-Boeing partnership and the UW’s relationship with Boeing. The CoE AI Institute is a new institute that will lead and coordinate AI-related activities. This position requires a of these two units.
DUTIES AND RESPONSIBILITIES
The Administrative Specialist is responsible for developing a deep understanding of the academic and research programs of the Boeing Education & Research Initiatives and the College of Engineering (CoE) AI Institute and affiliated faculty. Using this knowledge, and under the general direction of the Director, the individual in this position works independently to produce and distribute materials that promote our students, faculty, and programs via emails, social media, websites, publications, flyers, or events. The position also serves as the principal assistant to the Director, handling key communications and projects with accuracy and professionalism.
Communications and Marketing (85%)
Administrative Support (15%)
Coordinate and organize ad hoc appointments and meetings as requested.
MINIMUM REQUIREMENTS
ADDITIONAL REQUIREMENTS
DESIRED QUALIFICATIONS
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 access your “My Jobs” page. If you select 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 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.
$ads={2}
