Job Details

ASSISTANT TO THE EXECUTIVE AND ARTISTIC DIRECTOR 75 FTE

Company name
University of Washington, Bothell

Salary
Salary and benefits are compet

Location
Seattle, WA, United States

Employment Type
Full-Time

Industry
Manager, Administrative, Education

Posted on
Jul 27, 2022

Valid Through
Nov 09, 2022

Profile

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.

The College of Arts & Sciences (CAS) is one of the largest academic units on the UW Seattle campus, employing over 1400 tenure-track and research faculty, in 43 departments and centers, and generating an average $120 million dollars in sponsored research each year. CAS is comprised of 4 major divisions – Arts, Humanities, Social Science and Natural Science – whose cutting-edge research spans from malaria treatment to solar energy to human rights. CAS is home to diverse music, art, drama, dance, digital arts academic units and degrees, and runs one performance hall (Meany) and two major museums (Henry Art and Burke). CAS academic programs support more than 22,000 undergraduates and 2600 graduate students. The College occupies over 1 million square feet of space spread across campus and off-campus facilities in more than 50 buildings.

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.

Meany Center for the Performing Arts at the University of Washington, Seattle, is one of the region’s premier performing arts presenting organizations and, together with its university and community partners, Meany Center fosters innovative performances that advance public engagement, cultural exchange, creative research and learning through the arts. Meany Center provides opportunities for diverse artists, community, students and faculty to connect in the discovery and exploration of the boundless power of the arts to create positive change in the world. Located in the heart of the UW Campus, Meany Hall serves as the primary performance space for the University’s academic programs in Dance, Music, Digital Arts and Experimental Media, Drama and for the Meany Center Visiting Artist Program.

Diversity, equity, inclusion and access (DEIA) are priorities at Meany Center. We aspire to build and sustain an inclusive and equitable environment for everyone who works and engages with Meany Center. Staff members are expected to respect diverse ideas, races, genders, sexualities, abilities, cultures, religions and traditions, and they are encouraged to learn how to interrupt behaviors that hinder our work towards anti-racism and our DEIA efforts. Black, Indigenous, people of color, LGBTQIA people, people with disabilities and people from other historically underrepresented groups are encouraged to apply. We are also interested in learning about your professional growth goals connected to DEIA as they relate to this position.

Reporting to the Executive and Artistic Director of Meany Center for the Performing Arts, the Assistant to the Executive and Artistic Director (75% FTE) will provide primary executive, analytical, program and project management support across the organization. This position must exercise independent discretion and judgement related to Meany Center operations and policies, and in interactions involving UW leadership, high-level donors, artists and other internal and external stakeholders. Within the limits of the position, has delegated authority to make commitments that affect departmental operations.

Lead the coordination of daily activities and manage all aspects of support related to the Executive and Artistic Director’s (ED/AD) daily responsibilities including assistance on matters that are sensitive and complex in nature. Provide program and project management in key areas including strategic planning, operations, artistic programming, advancement, and communications, and possess the knowledge in these areas to assist in ensuring organizational goals are met. Serve as a point-of-contact to the general public and other constituents, representing Meany Center to campus/systemwide offices and external partners. Oversee and prioritize the ED/AD’s complex and rapidly changing calendar. Draft and disseminate communications and policies, as well as various public and institutional facing writing and editing projects, and oversee the development and implementation of effective systems for managing and sharing information. Independently manage logistics for projects with partners, agents, artists, donors, board members, and other internal and external constituents. Provide executive support to the Director’s leadership team, and represent the organization with artist, patrons and donors by attending performances and events on evenings and weekends as needed.

The Assistant to the ED/AD is responsible for effectively managing the ED/AD's schedule and briefings, independently taking into account strategic priorities and organizational relationships, to ensure efficient operations of the Meany Center and delivery of its mission and vision.

Position Details:

Executive Support and Administration 35%:

Manage complex schedules and requests, committing to action and independently determining priorities and resolving problems

Prepare ED/AD by researching, preparing, and distributing key information

Organize recruitment, onboarding and annual review processes, while maintaining confidentiality with sensitive personnel information

Provide financial support such as reconciling accounts, and analyzing and processing dues/payments

Manage communications with President, Provost, Deans and VIPs regarding performance attendance, while maintaining and cultivate positive working relationships with their teams

Act as a barometer, having sense for issues in the environment and making recommendations; brief leadership on status of issues

Special Projects and Initiatives 25%:

Support the Strategic Planning process, drafting, dissemination and execution

Oversee, budget for and plan team building organizational activities

Manage Leadership Team administration and all staff meetings and identify agenda content, including regarding policies and operations across the organization

Analyze and improve file storage for Executive/Artistic Director and related work

Serve on strategic planning teams as assigned to advise on organizational priorities

Artistic Planning and Research 25%:

Capture, distill and analyze information regarding season programming and documentation

Research potential artists to advise on season programming, in alignment with organizational mission

Delegated authority to meet with agents as needed, and follow-up with agents and deadlines

Create supporting documents for contracting with visiting artists

Manage approval process for recording and radio broadcast contract agreements

Manage repertoire related initiatives for Chamber/Piano series

Advancement 10%:

Exercise diplomacy and discretion as key contact for givers at the $10K level and above on behalf of the organization

Staff and organize donor events as needed

Arrange individual donor cultivation meetings

Research, analyze and summarize Tessitura donor data

Support activities related to annual and endowment campaigns

Writing and Communications Management 5%:

Write and circulate internal communications to staff, by identifying key activities, outcomes, policies and procedures

Independently provide copy and editing, grant applications, season brochures and books, programs, reports, season announcements and other projects as assigned

Minimum Qualifications and Experience:

Bachelor’s degree in a related field and 1-2 years’ experience as an executive assistant.

Experience providing administrative and project management support to administrators in a complex, multi-disciplined environment.

Experience coordinating and documenting complex meetings and events.

Experience working in an environment that requires interpersonal and communication skills to create and maintain professional collaborative working relationships.

Experience managing dynamic electronic calendars and communications to evaluate requests, discern appropriate action, and commit executive to action.

Experience composing and editing professional correspondence, reports, and other documents including creating messages on behalf of others for internal and external dissemination.

Experience using various software programs (word processing, spreadsheets, databases, presentation software, etc.) to accomplish assignments.

Problem-solving skills to anticipate and identify problems, to help develop creative solutions for resolution.

Experience researching data and summarizing information.

Experience providing primary support and leadership in coordinating day-to-day activities of an executive.

Organizational and time management skills to achieve timely progress on multiple simultaneous tasks, meet deadlines, and maintain a high level of quality and attention to detail.

Experience coordinating domestic and international travel and establishing itineraries.

Political acumen and judgement to handle sensitive or difficult situations with discretion.

Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration.

Preferred Qualifications:

Experience using Advance Information System (AIS) and UW Procard/Travel Card and other databases.

Knowledge of and skill to interpret and apply UW and campus policies and procedures, especially pertaining to purchase of travel and entertainment.

Familiarity with campus-wide offices, administrative contacts, campus structures, policies and resources.

Experience working with donors.

Experience planning, coordinating and implementing meetings and events, including handling all logistical tasks.

Knowledge of and interest in the performing arts.

This position requires the ability to balance multiple projects, think creatively and strategically, as well as manage day-to-day operations, and have a general knowledge of business operations, policies and procedures. Seeking candidates with a proven high level of organizational skills, computer knowledge, accuracy and attention to detail.

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 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 dso@uw.edu

COVID-19 VACCINATION REQUIREMENT

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.

Company info

University of Washington, Bothell
Website : http://www.bothell.washington.edu/

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