Administrative Manager of University of Washington Bothell Student Affairs
University of Washington Bothell
June 7, 2018
Salary and benefits are compet
Full Time - Experienced
4 Year Degree
The University of Washington Bothell is one of the most dynamic public universities in the state of Washington. We offer a participatory student experience grounded in hands-on learning, close relationships with faculty members as teachers and mentors, and the personalized support of staff who are dedicated to student success. The academic work of the campus focuses on cross-disciplinary research and creative practice, connected learning, and community engagement. UW Bothell’s current enrollment is approximately 5,500 students. More than 90 percent of undergraduates are from Washington State, and approximately half are first-generation college attendees or come from underrepresented groups. Located along wetlands and a river north of Seattle, UW Bothell builds vibrant regional partnerships, creates and disseminates new knowledge, and prepares students for leadership throughout Washington and beyond.
Priority will be given to those who apply by June 22, 2018
University of Washington Bothell, has an outstanding opportunity for an Administrative Manager. Responsibilities include:
General Unit Administration: Head of the Division of Student Affairs Administration and Operations. Provide accurate and timely information to the Directors, staff, and students regarding unit, department and University policies and procedures. Act as primary liaison with UW Bothell departments.
Project Management: • Provide project management functions for Division wide initiatives • Oversee and manage the Division-wide assessment strategies and initiatives
Space Planning: • Assist the Directors with current and future space assessment and planning; meeting with vendors and space planning staff, gathering data, and advising on potential options. Serve as a resource for other space planning groups appointed by the Dean. Oversee and coordinate implementation of any resulting space changes and purchases.
Security: • Act as primary liaison with Campus Safety for security and evacuation/emergency related issues. Organize trainings for new and continuing staff regarding evacuation and security procedures. Point of contact for staff inquiries regarding security/emergency issues.
Member of Student Affairs Leadership Team: • The Leadership Team functions as a collaborative team that advances the mission, vision, and values of the Division of Student Affairs. Leadership Team members are the principal stewards for resources and are accountable for ensuring that resources are used wisely and effectively to meet the needs of our users. Leadership Team members serve as advocates for their areas of responsibility, representing department needs, priorities and perspectives in planning discussions.
Marketing and Communication: Coordinate marketing across the Division and execute marketing and communication strategies unique to the Division of Student Affairs. • Act as primary publisher for central Division websites • Ensure all internal and external materials meet Universal Design and accessibility standard
Liaise and collaborate with UW Bothell School Administrators: • Identify shared workflows and budget and payroll processes, sharing best practices and looking for areas of collaboration and need. • Provide feedback to campus constituents (Fiscal & Audit Services, Organizational Excellence and Human Resources, etc.) regarding policy, process, and workflows.
Budget/Fiscal Management: Provide a variety of budget support for the Division of Student Affairs. Serve as primary budget liaison and point of contact for the ten departments with UW Bothell, Fiscal & Audit Services (BFAS), UW Bothell Institutional Planning & Budgeting, and the Vice Chancellor of Academic Affairs (VCAA) budget staff.
Budget Oversight: Oversee the management of 100+ budgets including approximately 10 million annually in on-going funding (GOF, SAF, and Revenue) and additional budgets with temporary allocations (amounts variable). Also oversee and coordinate spending on STF/SAF, auxiliary, discretionary, and gift budgets. • Oversee budget reconciliation (operational spending and payroll). • Oversee spending and salary transfers (JV’s and OSETs) in University budget systems. • Oversee payroll distributions for department budgets for accuracy and request any needed budget revisions/payroll adjustments. • Serve as primary point of contact for budget and purchasing questions related to process and compliance with University policies and procedures. • Develop and implement internal controls and procedures to ensure compliance with University Policies and Procedures consulting with Division leadership as needed. • Develop and implement a records retention strategy in compliance with the University Retention Schedule. • Oversee travel processes for the Division. Act as funding approver for travel. Develop and implement tracking procedures for staff travel. Provide timely and accurate information to staff regarding department and University travel policies and procedures.
Budget Development, Modelling, and Analysis: • Working with the Associate Dean and the Dean, prepare annual budget requests for submission to the Vice Chancellor of Academic Affairs. • Build and develop yearly and biennial budgets for permanent and temporary budgets based on fixed costs and spending planning. Includes budget projections by year and biennium and detailed tracking. • Provide strategic budget analysis for Student Affairs leadership using a variety of sources including salary analysis, spending trends, assessment of available funding sources for appropriateness, and modelling based on past, current, and future spending patterns. • Collaborate with UW Bothell Fiscal and Audit Services, UW Bothell Budget & Planning and Vice Chancellor for Academic Affairs budget staff and other budget administrators in developing best practices in budget development and management.
Reporting: Provide timely and accurate financial reports to Student Affairs leadership regarding budget status and spending. Provide additional reporting upon request. Respond to requests for budget/financial information from UW Bothell Budget Fiscal & Auxiliary Services and the Vice Chancellor of Academic Affairs offices. • SAF/STF: Provide advising and budgetary support to the SAF and STF committees.
Personnel Management: Oversee budget analysis of current and projected staffing needs, assist Student Affairs leadership in developing staffing plans, communicate with staff about personnel policies and procedures and are the liaison to personnel and human resources offices and services that support the Division. • Provide support for Classified and Professional staff hiring. • Coordinate annual merit and staff performance review processes. • Work with Leadership Team and supervisors, develop, implement, and update Student Affairs on-boarding and off-boarding processes based on local needs. • Develop and implement a records retention strategy in compliance with the University Retention Schedule. • Develop and implement a training program for staff that addresses required/recommended training on University policies and procedures as well as training to promote professional development and job skills.
Supervision of Staff and Students: • Supervise two classified staff members and up to six student assistants. • Recruit, train, and evaluate classified and student staff.
Other Duties as Assigned: • Attend Deans/Directors/Administrator meetings • Serve as departmental representative on various campus committees and groups • Other duties as assigned by the Associate Dean and Dean of Student Affairs
Diversity is a core value of University of WA Bothell. We believe the power of diversity enriches all of us by exposing us to a range of ways to understand and engage with the world, identify challenges, and to discover, design and deliver solutions. To learn more, read our Diversity Statement http://www.uwb.edu/diversity
• Bachelor’s degree in public administration, business and/or program management. • At least four years of experience in academic and staff human resources, fiscal, and operations management to include supervisory experience. • Must be able to evaluate compliance and asses risk, formulate local level policies and procedures following local, state, federal, and university regulations. • Demonstrated experience in successfully collaborating with faculty, staff, peers, and campus leadership. • Exhibit strong organization and planning skills with the ability to establish priorities and organize multi-level tasks and demonstrate ability to manage highly detailed projects. • Must have strong fiscal skills and management expertise. • Ability to utilize effective independent judgement and resources to resolve issues. • Ability to work independently as well as in a highly collaborative environment. • Demonstrated experience in supervising others. • Well-developed skill in listening to and responding to people from diverse backgrounds including faculty, staff, students and visitors. • Requires ability to communicate effectively (both verbally and in writing). • Ability to work independently as well as in a highly collaborative environment. • Fluency in standard office tools, such as MS Office suite, is essential. Equivalent education/experience will substitute for all minimum qualifications except where there are legal requirements such as licensing/certification/registration.
About University of Washington Bothell
UW Bothell Division of Student Affairs collaborates with students in providing services and opportunities which fosters student engagement, holistic well-being, personal and professional development, leadership, and experiential learning.
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