Req #: 241039 Department: CIVIL AND ENVIRONMENTAL ENGINEERING Job Location Detail: Hybrid work schedule option (up to two days remote work) Posting Date: 11/14/2024 Closing Info: Closes On 11/21/2024 Salary: $6,500 - $7,200 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. **DUTIES AND RESPONSIBILITIES** ACADEMIC HUMAN RESOURCES + Manage department academic human resources processes for tenure and tenure-track faculty, teaching faculty, research faculty, lecturers, and short-term academic appointments such as research associates, acting instructors, visiting scholars/scientists, and VISIT/VISER interns. + Create appointment packets, maintain personnel files, administer faculty voting and independently follow through on necessary AHR actions. + Interpret University and COE policies and procedures, serving as the subject-matter expert on AHR, International Scholars Operations (ISO), and associated Workday processes for academic appointments. + Work closely with the Administrator, HR Manager, and the COE HR office to resolve AHR administrative or pay issues. + Coordinate visa applications and renewals, including J-1 and H-1B, if appropriate, and troubleshoot issues with International Scholars Operations (ISO) and/or COE HR. + Manage department Promotion and Tenure process. Collect required documents from various constituents and assemble promotion and tenure dossiers. + Must possess strong understanding of both department and COE promotion and tenure policies and processes to converge multiple deliverables. + Exercise confidentiality and follow policies in corresponding with reviewers and prepare evaluation materials for internal review. + Coordinate department faculty searches. Including independent correspondence with candidates, prepare complex interview schedules, scheduling visit itineraries, logistics and travel. + Provide administrative support with position requisition and advertisement placement, administrative support to the search committee, search closing and preparation of hiring packets. + Coordinate with administrator for recruiting, offers, and all financial portions of AHR.CHAIR SUPPORT + Manage the Chair’s schedule: organize activities, schedule and set meetings at the department, college, university community and national level, ensuring that the Chair’s priorities and obligations are met. + Prepare supportive background materials for the meetings and provide relevant background details. + Draft and edit correspondence, memos and reports in a concise and succinct manner for the Chair’s signature, which are often of a confidential and sensitive nature. + Meet regularly with the Chair to plan and coordinate department initiatives and activities. + Organize and keep track of department initiatives and communicate deadlines to relevant parties. Apprise the Chair of priorities and deadlines and formulate recommendations. + Coordinate with faculty, department committee chairs, and/or department chair in faculty, staff and student award nominations. + Stay abreast of submission requirements and deadlines. Plan timelines, correspond with faculty and external letter writers to obtain nomination materials in a timely fashion and submit packets. + Work with committee chairs to compile a list of awards and timelines for future reference.EVENTS + Independently and in collaboration with other university offices and COE/CEE staff, plan and manage special events, including endowed lectures, and other departmental and development functions and events. + Provide administrative support to guest speakers for external events, making travel arrangements and ensuring their visit goes smoothly and reflects positively on the department. + Organize internal events such as faculty meetings, visiting committee meetings, the faculty retreat, the holiday party, department mixers, and other non-recurring events that require administrative or logistical support.DEPARTMENT SUPPORT + Create and maintain official records in accordance with CEE, COE, and University policies. + Provide administrative support to the Chair and Administrator; assist with special projects. + Other duties as assigned. **MINIMUM REQUIREMENTS** + Bachelor’s Degree in business, administration, or related field + Two years of increasing level of administrative experience/responsibility or equivalent education/experience. **Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration.** **ADDITIONAL REQUIREMENTS** + Proven customer service skills with a service and team-oriented approach. + Must be highly organized, attentive to details, responsive, flexible, and resourceful. + Ability and willingness to adjust to changing priorities with very short notice as well as the ability to manage multiple projects with varying deadlines. + Ability to exercise independent judgment and handle confidential matters/materials with discretion. + Must demonstrate excellent written, oral, and interpersonal communication skills. + High computer literacy with proficiency in the Microsoft Office suite and the ability to adapt to and use new computer technology and software. + Values a commitment to inclusiveness and diversity. **DESIRED QUALIFICATIONS** + Experience processing academic appointments, knowledge of UW AHR policies and procedures, knowledge of UW ISO policies and procedures, and familiarity with University Handbook/Faculty Code. **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 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.