Administrative Specialist (Project/Temporary)

University of Washington
Seattle, WA

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Employment Type
Full Time
Institution Type
Four-Year Institution
Administrative Specialist (Project/Temporary) Req #:202320Department:Office of Planning & Budgeting (OPB)Appointing Department Web Address: Location: Seattle Campus Posting Date:02/14/2022 Closing Info:Open Until Filled Salary:Salary is Competitive. Salary is Commensurate Upon Qualifications and Experience. Shift:First Shift The University of Washington (UW) is proud to be one of the nation’s premier educational and research institutions. Our people are the most important asset in our pursuit of achieving excellence in education, research, and community service. Our staff not only enjoys outstanding benefits and professional growth opportunities, but also an environment noted for diversity, community involvement, intellectual excitement, artistic pursuits, and natural beauty.

At the University of Washington, diversity is integral to excellence. We value and honor diverse experiences and perspectives, strive to create welcoming and respectful learning environments, and promote access, opportunity and justice for all.

The University of Washington Office of Planning & Budgeting (OPB) supports the UW community in accomplishing its goals through the planning and allocation of financial and physical resources, and by providing analysis and information services to enhance university decision-making, planning and policy formation.

Diversity is a core value at the University of Washington and in the Office of Planning & Budgeting (OPB). We care deeply about building and sustaining an inclusive and equitable working and learning environments for all students, staff, and faculty. In addition to living out these values in the workplace, this position will intentionally support and promote applied planning efforts related to equity, diversity, and inclusion.

OPB has an outstanding opportunity open for a Temporary, Part-Time (50% FTE) Administrative Specialist.

Reporting to the Assistant Vice Provost, Planning & Budgeting, and supporting the Assistant Vice Provost, University Analytics & Institutional Research, the Director of Policy, Planning and State Operations and the Director of Capital Planning Strategy the Administrative Specialist provides comprehensive operational and administrative support for the Office of Planning and Budgeting, which includes:

•Financial Analysis and Budget Strategy team
•Institutional Data and Analysis team
•Policy, Planning & State Operations team
•Capital Planning Strategy team

This position also provides backup support to the Executive Assistant to the Vice Provost for Planning & Budgeting.

This position requires competence in a diverse set of administrative, organizational, project, and support skills, and the incumbent will be expected to acquire a working knowledge of the day-to-day operations and responsibilities of the Office of Planning and Budgeting. Must have strong organizational and communication skills and the ability to prioritize a diverse workload and collaborate across the four teams to help drive the success of the Office of Planning & Budgeting. Requires an excellent working relationship with colleagues, and an eagerness to provide effective solutions and support, an optimistic and flexible approach, and the initiative to learn and master new skills and create effective systems and protocols.

Operational and Administrative Support to OPB Leadership

•Directly coordinate the day-to-day activities of the Assistant Vice Provosts and the Directors to ensure effective schedule management; initiate and arrange meetings, events, and travel
•Maintain a clear understanding of all programs/projects operating under OPB’s purview in order to provide effective administrative support
•Draft, proof, and finalize letters and other formal correspondence
•Work closely and collaboratively with other members of OPB and the Executive Assistant to the Vice Provost to ensure coordinated administrative support throughout the organization
•Assist with regular reporting needs and information coordination with the Board of Regents Office
•Other duties related to supporting the operations of OPB as a central business unit as assigned

OPB Special Projects Support

•Partnering with the OPB leadership team, incumbent supports OPB’s annual goal development, tracking and reporting and internal/extern communication
•Partner with the Executive Assistant to the Vice Provost, the Project Manager and the Assistant Vice Provosts and the Directors, in monitoring and managing unit projects and related activities, including implementing internal process policies and procedures; and highlighting key priorities, identifying and analyzing possible challenges, and making recommendations or presenting solutions
•Establish and maintain a strong network of working relationships across the organization to drive effective and frequent communication and collaboration across the department to accomplish unit activities, support unit-based initiatives, and process improvement projects


•Bachelor's degree
•Minimum of two years of professional experience in an administrative or operational role
•Expertise using Microsoft Office standard software for document production, email, calendar management, file sharing and presentations
•Strong customer service orientation and ability to provide efficient response to time-sensitive requests
•Outstanding oral communication skills
•Excellent written communication skills, with special attention to spelling and grammar
•Expertise in following administrative procedures and compliance requirements
•Meticulous organizational skills and ability to manage details
•Ability to exercise sound judgment in making decisions
•Demonstrated ability to carry out responsibilities effectively while maintaining a high level of discretion and confidentiality
•High level of diplomacy and tact
•Ability to maintain high-quality, accurate work while working in a high-pressure environment with tight deadlines
•Self-motivated and focused while demonstrating a positive demeanor
•Demonstrated ability to collaborate and work well with people throughout all levels of an organization
•Strong, demonstrable commitment to fostering a diverse, equitable and inclusive work environment is required
•Must have an eye for detail and process improvement


•At least 2 years’ experience supporting an executive or senior leadership team.

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 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.
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.

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 a leader in environmental stewardship & sustainability, and committed to becoming climate neutral. The University of Washington is a leader in environmental stewardship & sustainability, and committed to becoming climate neutral.

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].


Governor Inslee's Proclamation 21-14.2 requires employees of higher education and healthcare institutions 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.

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