Administrative Specialist

Administrative Specialist at University of Washington summary :

The Administrative Specialist provides high-level administrative and professional support to executive leadership, managing communications, front office operations, procurement, and special projects. This role serves as the primary point of contact for visitors and coordinates meeting logistics, technology needs, and travel plans. The position requires excellent organizational skills, discretion, and the ability to manage multiple priorities in a fast-paced executive environment.

Job Description

The Administrative Specialist provides high-level administrative and professional support to the Chiefs of Staff of the Executive Office of the President and Provost in the areas of communications and correspondence; front office / customer-relations operations; procurement, and special projects. Additionally, the Administrative Specialist is a member of the Executive Office administrative team and is expected to work closely and collaboratively with members of the Executive Office to ensure seamless support and smooth operations of the Executive Office.

A high level of professional discretion is required for this position and its interactions with senior UW leadership, members of the wider university community, and the general public. The Administrative Specialist manages the front desk of the Executive Office Suite and is often the first point-of-contact for guests and visitors to the Executive Office.

The successful candidate must manage multiple and competing priorities with frequently tight deadlines skillfully, reliably, accurately, and confidentially while demonstrating discretion and independent judgement in all areas of operation. Input and demand come from multiple directions, people, organizations, and activities. Managing this breadth and complexity requires a good working relationship with colleagues, excellent communication and organizational skills, an ability to deal with the unexpected, an acceptance of a certain level of stress, an ability to maintain an optimistic outlook, a capacity for innovation, and a willingness to embrace change and process improvement.

The Executive Office of the President and Provost interacts with the diverse units of the university as well as outside constituents and partners from local, national, and international institutions and communities. This highly visible office strives to provide exceptional and professional service to all who request assistance from the University of Washington. The Administrative Specialist, as a representative of Executive Office, correspondingly encompasses this high level of service.

Duties & Responsibilities

Executive Office Operations (50%) :

• Serve as first point of contact for all who visit the Executive Office. Maintain a high level of professionalism and customer service in managing inquiries to the office and coordinating responses as needed.
• Manage multi-line phone system; exercise independent judgement in screening, triaging, and escalating calls as appropriate and responding to inquiries and troubleshooting concerns.
• Manage front office business operations maintaining and ordering supplies and equipment; submitting and tracking IT, surplus, and facilities work requests; and similar project and procurement management.
• Independently monitor, screen and triage incoming electronic mail for the Office of the President general email inbox. Respond to emails when appropriate.
• Manage special projects and initiatives as assigned. Initiate frequent and open communication within the team on issues, project statuses, process improvements, etc.
• Manage and maintain the President's Conference Room, including set-up of conference calls, arranging for audio-visual equipment, and resetting room layouts after each meeting.
• Serve as point-person / liaison for meeting and conference technology needs; conduct research as needed for meeting briefings and other special events.
• Initiate frequent and open communication within the office on issues, project statuses, process improvements, etc. Exercise good judgement and professional discretion in dealing with sensitive issues and / or senior leadership.

Executive Office Administrative Support (50%)

Required Qualifications

Desired Qualifications

Compensation, Benefits and Position Details

Pay Range Minimum : $81,600.00 annual

Pay Range Maximum : $86,400.00 annual

Other Compensation : Benefits :

For information about benefits for this position, visit

First Shift (United States of America)

Temporary or Regular?

This is a regular position

FTE (Full-Time Equivalent) :

100.00%

Union / Bargaining Unit :

Not Applicable

About the UW

Working at the University of Washington provides a unique opportunity to change lives - on our campuses, in our state and around the world.

UW employees bring their boundless energy, creative problem-solving skills and dedication to building stronger minds and a healthier world. In return, they enjoy outstanding benefits, opportunities for professional growth and the chance to work in an environment known for its diversity, intellectual excitement, artistic pursuits and natural beauty.

Our Commitment

The University of Washington is proud to be 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 or

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.

Keywords :

administrative support, executive office, communications, customer service, procurement, calendar management, meeting coordination, travel planning, discretion, process improvement