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Seattle, WA

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ASSISTANT TO THE ASSISTANT VP, BRAND MARKETING STRATEGY Req #: 158841 Department: UNIVERSITY ADVANCEMENT Job Location: Seattle Campus Posting Date: 08/07/2018 Closing Info: Closes On 08/15/2018 Salary: Salary and benefits are competitive. Salary is commensurate with qualifications and experience. Limited Recruitment: Open to UW Employees only If you are a UW employee and would like to be considered for this position, please login to your UW employee profile to apply. 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. 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 five consecutive years. University Advancement is committed to creating an environment of inclusiveness where every person feels welcomed and valued. We believe that attracting and retaining diverse staff is crucial to serving the communities where our employees and students work and live. University Advancement has an outstanding opportunity for an Assistant to the Assistant VP. This position provides executive assistant support and advanced project coordination and analysis to the Assistant Vice President of Brand Marketing Strategy. The position is responsible for managing a wide variety of complex administrative support activities, and represents the Assistant VP to internal and external clients. The Assistant interacts with Advancement and University Relations units, including Directors of Advancement for schools, colleges, and campuses; Deans; capital campaign planning staff; the office of the President; the office of the Vice President for University Relations; Advancement Services staff; and other campus offices. The Assistant must be able to function in a self-directed manner, handle a number of complicated tasks simultaneously, and be able to maintain a high level of professionalism in the daily conduct of job duties. The position involves strong coordination skills, initiative, and the ability to make independent decisions in order to manage the operations of the busy marketing team. In order to be effective, this position will need to build relationships with staff and faculty across the University. Utilizing independent judgment and a self-reliance on strong decision making skills, this position provides the comprehensive management and oversight of the Assistant VP’s activities in meeting department priorities. This position also has a dotted line report into the Executive Assistant for the Chief Marketing and Communications Officer. This additional connection will streamline administrative processes throughout the organization. Duties and Responsibilities Serve as the Assistant VP liaison with other development and university relations units. Answer substantive questions and provide information to the president, vice presidents, deans, development directors, and others regarding various advancement communications initiatives. Communicate with a broad variety of constituents: development staff, deans and directors, and other UW audiences, with diplomacy and confidentiality. Create and maintain a comprehensive timeline/management system for marketing initiatives, incorporating action items for institutional preparation, volunteers, and professional staff. Use independent judgement to generate reports for distribution to University and volunteer leadership, usually requiring compilation and analysis of data. Attend meetings, act as the Assistant VP’s representative as needed, provide information and report conclusions to key colleagues. Coordinate physical logistics for marketing seminars, special events, and meetings as requested, these include but are not limited to Marketing & Communications Executive Council, Marketing & Communications Roundtable, and ad-hoc committees. Coordinate and support all aspects of a variety of University-wide meetings. Develop agenda for meetings; attend meetings relative to marketing issues, action items, and trends. Serve as a member of UMAC administrative team. Establish work priorities and coordinate them to meet deadlines to ensure an efficient workflow throughout the department. Ensure that the Assistant VP’s priorities and obligations are met by developing and maintaining complex calendars and schedules, meetings and travel arrangements. Scheduling will occasionally require coordination of calendars for other senior staff in University Marketing. Assist with writing internal and external documents, including drafting correspondence for the Assistant VP. Independently manages other special projects as requested by Assistant VP. This includes (but is not limited to) developing production plans, proactively communicating progress to the stakeholders, and recommending solutions to meet with project success. Evaluate efficiency of best practices as implemented, engage in continuous improvement cycle. Must work the days and hours necessary to perform all assigned responsibilities and tasks. Must be available during regular business hours to communicate with supervisors, staff, and any other person or organization with which interaction is required to accomplish work and departmental goals. Plans and assists in coordinating staff and team building events. Communicates appropriately, effectively and positively. Plays an active role in staying informed and participating in UMAC activities and events. Collaborate in the development or advise in the development of promotional merchandise. Request, manage, and evaluate vendor quotes, negotiating best prices for promotional merchandising. Ensure vendor contract fulfillment and manage any vendor issues to completion. Requirements • Bachelors degree and 2 years of experience providing administrative support to executive leadership. Equivalent combination of education and experience from which comparable knowledge and skills have been acquired may substitute for degree. Equivalent education/experience may substitute for stated requirements. • Excellent communication, interpersonal skills and customer service; demonstrated ability to manage responsibilities in a professional manner with the ability to exercise oneself clearly and empathetically in interactions with others in all forms of communications, verbal and written, one on one and in group settings. • Ability to work well with persons from diverse backgrounds. • Proven ability to manage multiple projects, and the ability to work in a fast paced environment. • Ability to work independently, problem solve, take initiative, set priorities and handle multiple projects efficiently and effectively. • Strong self-starter qualities. Takes responsibility and initiative to set and meet goals, objectives and obligations while representing the mission, visions and values of the organization. • Demonstrated strong writing/editing and verbal communication skills. Must be able to independently write professional communications on behalf of superiors. • Proficiency in standard office software applications: Microsoft Word, Excel, Outlook and PowerPoint; and basic proficiency with Microsoft OneNote. • Proven experience managing the calendar and monitoring the email account for an executive-level position; mastery of Microsoft Outlook necessary. • Proven ability to work with senior leadership. Desired Qualifications • Interest and or knowledge in marketing, communications, advancement and/or alumni relations. • Interest or experience working in a large, complex, public higher-education institution or other state institution, such as the **MEMBERS ONLY**SIGN UP NOW***.. Core Effective communications: Expresses oneself clearly and empathetically in interactions with others in all forms of communication, i.e., verbal and written, one-on-one and group, etc. Interpersonal Awareness: Builds and maintains positive relationships and actively contributes as a member of working teams to achieve results. Professional Credibility: Takes responsibility for meeting goals, objectives, obligations, and solving problems while representing the mission, vision and values of the organization. Critical Thinking: Obtains, analyzes and evaluates information effectively in the face of ambiguity. Makes appropriate decisions based on relevant information and experience. Ethics and Trust: Models and upholds the values of candor, openness, inclusiveness and honesty despite internal and external pressures; acts consistently with Washington State ethical guidelines and organizational core values and beliefs. Valuing Diversity & Inclusiveness: Respects, values and contributes to the UW’s commitment to inclusiveness and diversity. Functional Expertise Organizational Acumen: Able to size up a situation, balance reason and the interest of others, and act in a decisive, timely and appropriate manner that is congruent with the organizations values, goals and mission to achieve success. Conflict Resolution: Works to resolve conflicts and differences through dialog and open communication in a timely manner; sees every difference as an opportunity for growth and change. Managing Conflict: Recognizes and addresses conflicts and disagreements in a safe and respectful environment, manages conflicts collaboratively, and builds consensus with the best interests. Application Process: The application process for UW positions may include completion of a variety of online assessments to ob

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