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ADMINISTRATOR
University of Washington
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ADMINISTRATOR
University of Washington
| 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. All of which has allowed the UW to be nationally recognized as a “Great College to Work For” for six consecutive years. The University of Washington’s Department of Human Centered Design & Engineering (HCDE) is at the forefront of ensuring tomorrow's technologies and systems are designed to meet the needs and interests of every individual, community, and society at large. We build possibility. We advance systems and technologies for people and communities to create accessible, sustainable, and prosperous futures. We create intersections. We thrive at the critical junction of research, education, and community to cultivate equity, access, and opportunity. We believe a just future is possible. We will be the leading academic program integrating empathy and collaboration to design and engineer equitable practices, tools, and technologies across the globe. HCDE has an outstanding opportunity for a department Administrator. Reporting directly to the department Chair, the Administrator serves as the business manager and senior administrative support representative for the department, providing leadership and strategic management of the department’s fiscal, human resources, and operational responsibilities. Within the department, they will work with the Chair, Associate Chairs, faculty, and staff. They will also work closely with the College of Engineering (CoE) Dean’s Office Fiscal and HR teams and Administrators from the other CoE departments. HCDE is a fast-paced and dynamic environment, which will require strong organizational skills and problem-solving abilities. The Administrator will need to use effective time management to set priorities and juggle multiple projects in order to meet deadlines. They are responsible for ensuring that the department is in compliance with federal, state, local, and university rules and regulations. In addition, the Administrator exercises independent judgment, discretion, and decision-making authority. The Administrator serves as the chief liaison between the Chair, faculty, and staff of the Department and other campus and non-campus offices and works closely with the CoE Dean’s Office and other CoE Administrators. We are looking for someone who can create the intersections between the department and the college and between faculty and staff. Primary goals include: • Implementing the department strategic plan as it relates to staff, administrative policies, and finances. • Advising the Chair regarding department policies and procedures to maintain a strong team environment that supports diversity, equity, and inclusion. • Administering all department funds (state funds, self-sustaining budgets, grants and contracts, ICR, and gift/discretionary funds), tracking revenues, expenditures, and commitments, and creating multi-year projections. In addition, the Administrator will: • Serve on department committees including the Chair’s Financial Advisory Committee and the Space Committee • Manage Memorandums of Understanding between HCDE and other units within the University that deal with space and financial considerations • Collaborate with the COE Dean’s Office and other CoE Administrators on University and college-wide initiatives HCDE is human-centered. We offer a collaborative work environment where staff, faculty, and students are all committed to success and work together to achieve our goals. Bring your passion for building relationships, and we will help you create possibility. Join us. Change the world. RESPONSIBILITIES: Fiscal Management • Administer all department funds (state funds, self-sustaining budgets, grants and contracts, ICR, and gift/discretionary funds) and partner with Dean’s Office. - Track all department commitments, monitor large department expenditures, and review current balances. - Using standardized tools, develop forecasts and long-range plans for major department funds and strategize how to absorb budget cuts when relevant. • Oversee grant/contract administration. - Review grant/contract proposals for the potential impact on staffing levels, space, and other infrastructure requirements. - Provide official department approval of all proposals. • Advise the Chair regarding the allocation of resources, availability of departmental funds for strategic initiatives, and potential impacts of university-level policies such as activity-based budgeting. • Develop policies and procedures, and internal controls consistent with state and federal compliance of departmental and research budgets. Periodically report to state and federal agencies. • Oversee work of department fiscal staff. • Serve on department Chair’s Financial Advisory & Student Emergency Fund committees. Management • Serve as the primary liaison to administrative offices of the campus and non-UW agencies • Advise the Chair and act as their representative with accurate knowledge of policies: develop, interpret, and implement institutional and organizational policies, procedures, and operations • Advise the Chair with strategic planning concerning resources regarding staff, faculty, facilities, equipment, space, and financial needs. In coordination with the Chair, draft annual budget summaries and proposals for the CoE Dean’s Office • In conjunction with UW Continuum College’s program manager, manage the administrative aspects of HCDE’s self-sustaining operations including summer sessions - Develop yearly budget - Decide on business processes • In conjunction with program administrators, manage the administrative aspects of HCDE’s involvement in Masters of Human Computer Interaction + Design, Masters of Science in Data Science, and Global Innovation Exchange programs • Analyze best practices for sustaining fee-based programs and strengthening external relationships • Develop and track department metrics related to research expenditures, self-sustaining program revenues, and gifts • Prepare, organize, and coordinate internal, state, and federal audits • Seek to improve overall processes Human Resources • Serve as the human resources manager for staff [permanent, temporary, research, Academic Student Employees (ASEs)] hired by the department • Assess and analyze staff resources. Advise and assist in the short and long-range planning and prioritization of staff resources • Initiate and lead processing of all staff hires and administer use of the UWHires system for hiring department support staff, and coordinate with Fiscal Specialist on hiring activities of ASEs • Supervise departmental fiscal, computing, and administrative support staff. - Manage daily activities of Fiscal Unit Supervisor, Grants Manager, Computing Manager, Events & Outreach Manager, and Office Manager/Faculty Assistant. • Coordinate department personnel activities for staff. • Assist direct reports in developing plans for professional development. • Initiate and lead annual performance evaluations of staff. • Oversee appointments of classified and professional staff, hourly, and graduate and undergraduate student appointments. • Partnering with the Dean’s Office Human Resources team, manage workflow, hiring, disciplinary actions, and resolution of problems. • Advise on personnel matters related to staff and ASEs (hiring, disciplinary actions, performance reviews, awards and recognition, training opportunities, reclassifications) • Advise staff and faculty on University policies and procedures • Oversee payroll and maintenance of leave records • Provide information to employees regarding WAC regulations and union contracts • Administer the preparation of confidential material; coordinate and carry out special assignments that vary in complexity and frequency depending on the needs of the department Facilities Management • Participate in the long-range planning for the department including requests for equipment and space • Administer all departmental minor modification projects, from initial request to project completion • Oversee quarterly space assignments of ASEs, lecturers, and visiting scholars • Work with UW Facilities, Capitol Projects, and the CoE Facilities Manager to renovate existing space, build out new space, and manage employee physical relocations • Approve requests to UW Facilities Services for major and minor changes and repairs • Approve bids and contracts from off-campus vendors for space modification projects • Allocate funds for equipment purchases and approve purchase of equipment and oversee equipment inventory and equipment insurance • Manage space allocation MOUs between the department and other University entities, including the College of Engineering and CoMotion • Monitor compliance with Risk Management and Environmental Health and Safety policies • Serve on department Space Committee Miscellaneous • In collaboration with other CoE Dean’s Office and Administrators, work on University and college-wide initiatives such as Financial Transformation and shared services • Attend various CoE and university meetings and training sessions, including the CoE’s monthly administrator meetings and the department’s External Advisory Board meetings • Perform other duties and special projects as assigned REQUIREMENTS: • Bachelor’s degree in Business, Public Administration or related field, and three to five years of experience in the management of staff, finance and operations; familiarity with academic policies and procedures • Experience with MS Office software (Word, Excel, PowerPoint) and Google Drive (Docs, Sheets, Presentation) • Demonstrated ability to manage competing projects and multiple deadlines and priorities • Demonstrated ability to display initiative, anticipate problems, make recommendations for appropriate response and take action • Demonstrated ability to effectively supervise, coach and mentor staff • Demonstrated ability to communicate clearly, effectively and respectfully; exercise diplomatic and professional interpersonal skills; poised, professional manner with the ability to work well with diverse populations over the telephone, in virtual meetings, in written correspondence, and in-person • Demonstrated ability to build and maintain relationships with faculty, staff, students and academic partners; modeling and mentoring professional interactions • Ability to maintain confidentiality and to handle confidential and sensitive information in an appropriate manner • A solid understanding of budgeting process which would include payroll, purchasing, and accounting systems • Strong organizational skills and a demonstrated ability to manage a number of complex, multifaceted relationships and tasks simultaneously are required • Strong project management skills; ability to problem solve, take initiative, set priorities, handle multiple projects, and exercise good judgment in a fast paced, dynamic, deadline driven environment in an organized and professional manner • Demonstrated ability to work independently and cooperatively, with a high level of initiative, and as part of a team Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration. DESIRED EXPERIENCE • Master’s Degree in business management, economics, organizational development or related field • Experience working in an academic unit, research institute, or university setting • Experience with University of Washington academic policies and procedures, as well as budget, payroll/human resources, purchasing, and accounting systems; experience with state, federal and agency standards and regulations • Experience with UW systems such as Workday, Interfolio, MyFinancial Desktop, ARIBA, PROCARD/PAYMENTNET, EDW, and SAGE 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. | |||
Internal Number: 185799
About University of Washington
Founded in 1861, the University of Washington is one of the oldest public institutions in the west coast and one of the preeminent research universities in the world. The University of Washington is a multi-campus university comprised of three different campuses: Seattle, Tacoma, and Bothell. The Seattle campus is made up of sixteen schools and colleges that serve students ranging from an undergraduate level to a doctoral level. The university is home to world-class libraries, arts, music, drama, and sports, as well as the highest quality medical care in Washington State and a world-class academic medical center. The teaching and research of the University’s many professional schools provide undergraduate and graduate students the education necessary toward achieving an excellence that will serve the state, the region, and the nation. As part of a large and diverse community, the University of Washington serves more students than any other institution in the Northwest.
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