ADMINISTRATOR

Profile

ADMINISTRATOR
Req #:
222761
Department:
COLLEGE OF BUILT ENVIRONMENTS
Job Location:
Seattle Campus
Posting Date:
05/30/2023 
Closing Info:
Open Until Filled 
Salary:
$6500 - $7500 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 College of Built Environments has an outstanding opportunity for an Administrator to provide departmental day-to-day oversight of general administration, personnel/payroll, communications/events and finance for the department of Construction Management.
Duties & Responsibilities:
Personnel: 40%
Prepares all faculty, staff and Academic Student Employees (ASEs) hiring requisitions, offer letters, and termination paperwork and transfer them to the Deans Office for input into Workday. Number of appointments averages about 30 per quarter.
Administer faculty appointment, including for leaves, summer hiatus, and position changes and support Chair in reappointment processes.
Ensures that CM follows all applicable policies, labor contracts and regulations for faculty, professional staff, classified staff, and hourly employees and Academic Student Employees (ASEs).
Support Chair in administering instructor and faculty recruiting process, assuring compliance with UW and Homeland Security rules and regulations regarding faculty searches and appointments.
Manage international visiting scholar/student process, including providing information, collecting documentation, and submitting visa application forms.
Support Chair and Associate Dean for Academic Affair staff in preparing, assembling, and distributing required documentation for faculty promotion and tenure.


Departmental Administration: 20%
Develop, interpret and/or implement policies and processes regarding departmental administrative procedures and operations.
Provide expert advice and decision support to the department chair, faculty, and staff to ensure compliance with all college, university, and state policies.
Work with the chair and other department staff to develop and submit the departmental time schedule for all department programs
Participate in and take meeting minutes for departmental faculty meetings, ensuring meeting agendas are posted and received by the Public Records Office
Facilitate and participate in strategic planning and organizational development processes and provide project management to advance strategic priorities.
Develop systems to maintain academic program data and utilize university resources (EDW, Business Intelligence Reports, and CBE Data resources) to prepare reports for internal decision making, business planning, Program
Reviews, and accreditation requirements.
Support the departments Construction Industry Advisory Council (CIAC) by serving as the departments liaison, attending preparation meetings for executive committee meeting series, supporting CIAC-endorsed student events and attending quarterly meetings.
Provide general office management, ensure safe and functioning facilities, order office supplies, process office related expenditures


Finance: 20%
Manage nearly $4 million in annual revenue and state funds. $300 thousand in sponsored research funds, and $1.5 million in discretionary and gift funds.
Work with departmental PIs and college research officers to help oversee grant budgets
Monitor all state budgets: track expenditures, verify balances; and provide budget reports, create budget projections, analyze spending patterns and alert the Chair to potential allocation deficits or unusual expenditure patterns.
Work with UW Continuum College to monitor CM certificate revenue budgets: track expenditures, verify balances; and provide budget reports, create budget projections, analyze spending patterns and alert the Chair to potential allocation deficits or unusual expenditure patterns.
Coordinate with UW Civil and Environmental Engineering (CEE) to monitor CM-CEE joint revenue budget: track expenditures, verify balances; and provide budget reports, create budget projections, analyze spending patterns and alert the Chair to potential allocation deficits or unusual expenditure patterns.
Process reimbursements per CBE guidelines
Manage Procard purchases and monthly reconciliation
Provide other reports as requested by the Chair or other decision makers.
Facilitate implementation of new university financial systems, including serving as a partner for the ongoing UW Financial Transformation project.


Communications and Events: 15%
Work with the chair and other department staff to manage and maintain the department website and social media accounts.
Work with the chair and other department staff to organize and hold annual CM Career Expo and biannual Hall of Fame events.
Work with College IT and Communications personnel to support the department newsletter, story development, and other communications.
Manage the CIAC executive meeting lecture series, including scheduling, event coordination, and messaging.
Assist with departmental and college events as needed.

Manage departmental list-servs.


Supervisory: 5%
Oversee 2 FTE administrative staff (Counseling Services Coordinator) plus student assistants Delegated authority from the chair to approve leave and other special instances that may arise
Provide professional development and mentoring.
Work with Chair to hire and train new staff as necessary.


Supervisory Responsibilities:
Oversee 2 FTE administrative staff (Counseling Services Coordinator) plus student assistants Delegated authority from the chair to approve leave and other special instances that may arise
Works with Chair to hire and train new staff as necessary.
Provides professional development and mentoring.


Minimum Requirements:
Bachelors degree in a related field
Experience in Higher Education (i.e., A minimum of three years experience at a higher education institution in positions of increasing complexity and responsibility).


Additional Requirements:
Experience in Relevant Technology (i.e., Highly competent and carrying relevant experience in utilizing numerous administrative technology systems as required by the position; Advanced skill in Microsoft Office tools including Word, Excel and PowerPoint).
Experience in teamwork (i.e., Previous experience of working collaboratively within a team-oriented environment).
Skillset in Quantitative Proficiency (i.e. Strong math skills as relevant to perform finance and payroll duties).
Skillset in communications and interpersonal (i.e., Strong communication - written and spoken, interpersonal and intercultural skills).
Skillset in Multitasking and Time Management (i.e., Excellent organizational and time management skills; Ability to multitask, set appropriate goals and priorities, solve problems, and make decisions with minimal supervision while advancing the work of the department).
Commitment to engaging with broader construction community, including alumni, companies and industry associations
Commitment to supporting a departments environment grounded on equity, diversity, and inclusion


Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration.
Desired Qualifications:
Experience in HR and personnel management, including experience with Workday system
Experience in event organization and management
Experience in budget management, projection, and reporting.
Skillset in ability to develop and analyze data sets using department, college, and UW databases
Familiarity with web development, social media tools, and design software such as Adobe Suite


Application Process:
The application process for UW positions 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 Workforce 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 **MEMBERS ONLY**SIGN UP NOW***. 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 **MEMBERS ONLY**SIGN UP NOW***. 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, **** or ****
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
COVID-19 VACCINATION REQUIREMENT
Employees of the **MEMBERS ONLY**SIGN UP NOW***. are required to be fully vaccinated against COVID-19 unless a medical or religious exemption is approved. Being fully vaccinated means that an individual is at least two weeks past their final dose of an authorized COVID-19 vaccine regimen. As a condition of employment, newly hired employees will be required to provide proof of their COVID-19 vaccination. View the Final candidate guide to COVID-19 vaccination requirement webpage
for information about the medical or religious exemption process for final candidates.
Apply for this job
Categories
Construction / Skilled Trades
Administrative / Clerical
Business
Engineering
Posted:
2023-06-01
Expires:
2023-07-01
**MEMBERS ONLY**SIGN UP NOW***.

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