Job Information
University of Washington ADMINISTRATOR in Seattle, Washington
Req #: 234389
Department: DEPARTMENT OF POLITICAL SCIENCE
Posting Date: 05/20/2024
Closing Info: Closes On 06/03/2024
Salary: $6,754 - $9,800 per month
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.
The Political Science Department offers undergraduate and PhD students a dynamic and engaged education focusing on the theory and practice of politics in the US and around the world. We are dedicated to studying the institutions and processes that constitute public life, to understanding the exercise of political power, and to providing education that instills citizenship. Political science students develop important job and life skills through classes challenging them to evaluate conflicting perspectives on political controversies. Alumni include prominent community and business leaders. Our two well-established legislative internship programs—in Olympia and Washington D.C.—have provided invaluable experience to hundreds of undergraduate students since 1956. Our faculty and graduate students are regularly the recipients of university, national and international research and teaching awards. Political Science has 22 core faculty members, 6 professional staff and 2 classified staff. At the current time, we are the largest major in the social sciences and the among the largest majors in the College of Arts and Sciences.
DUTIES AND RESPONSIBILITIES The Administrator of the Department of Political Science is responsible for the general administration, business planning, personnel supervision, research project support, advancement, and other functions as necessary. The Administrator reports to the chair, acting independently under the chair’s general direction within the University’s policies and procedures.
General Administration
Oversees day-to-day operations.
The Administrator oversees payroll, procurement, travel, grant, advancement, and departmental personnel.
The Administrator is the chief liaison between the Department and other campus units such as the Dean’s Office, Payroll, both Academic Human Resources and general Human Resources, Accounts Payable and Advancement.
Maintains accurate records of budgets, HR, and other operations.
Oversees arrangements for visitors, including job candidates, guest speakers, and visiting instructors/scholars.
Manages outreach functions and public events as required.Finance
The Administrator manages and monitors all state, local, gift, grant and self-sustaining funds (approximately $10 million per year) and endowment funds (approximately $5 million per year).
This includes tracking and assigning expenditures to appropriate allocations, verifying allocation balances, and providing monthly budget reports to the Chair.
The Administrator provides budget projections and spending trends and alerts the Chair to potential allocation deficits or unusual expenditure patterns.
The Administrator oversees endowed funds and associated operating funds as well as annual gift funds; ensuring gifts are transmitted and acknowledged in a timely fashion, estimating revenue from endowed and annual gift funds, and providing guidance on allowable uses of gift funds.
The Administrator monitors all grant and contract budgets.
The Administrator provides guidance to investigators and staff regarding federal, state, and university grant policies and procedures.
The Administrator manages fiscal procedures that enable prompt responses to faculty investigators, Chair, and campus requests, and ensures compliance with federal, state and university policies.
The Administrator monitors all self-sustaining budgets.Human Resources
The Administrator serves as a strategic resource and provides guidance for all payroll processes.
The Administrator ensures that Political Science follows all applicable policies, labor contracts and regulations regarding personnel including faculty, classified, professional and hourly staff and Academic Student Employees (ASEs).
Prepares, assembles, and distributes required documentation for faculty promotion and tenure, appointment, reappointment, merit review, leaves and retirement processes.
Oversees faculty recruiting assuring compliance with UW and INS rules and regulations regarding faculty searches.Grant Management
Manage all aspects of grant and contract management for the Department from pre-award to closure.
Work with faculty and graduate students on grant proposals to assure they are developed under appropriate guidelines and are submitted in a timely manner.
Supervise Fiscal Specialist and support PI from post award through closure.Supervisory
Supervises two staff members, assigns and monitors work, conducts performance reviews and initiates corrective action as necessary.
Provides professional development and mentoring.
Works with Chair to hire.
Train new staff as necessary.Other duties as assigned. MINIMUM REQUIREMENTS
Bachelor’s Degree.
5 years of increasing responsibility related to finances in educational, not-for-profit or government setting.
Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration. ADDITIONAL REQUIREMENTS
Proficient Microsoft Office skills, especially intermediate Excel skills (pivot tables, V-Lookup) and Word.
Demonstrated experience as a supervisor/manager.
Superior administrative, organization and analytical skills, including planning, problem solving and innovation.
Strong written, digital, and oral communication skills, including tact, diplomacy and discretion. DESIRED QUALIFICATIONS
Ability to work independently, professionally, and proactively with a high degree of reliability and accuracy.
Proven organization, multi-tasking, and prioritization ability in a fast-paced, demanding environment. 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.