Limited Term Appointment: Executive Assistant to Director; Part time FTE

Job Description

This Executive Assistant position provides primary coordination between the Executive Director, the CICOES management team, the College of the Environment Dean’s Office, our consortium partners and the public. It directly supports the CICOES Executive Director, works closely with the Deputy, Associate and Assistant Directors, and serves as a liaison to the College of the Environment Dean’s Office, CICOES staff, affiliated academic units within the UW and consortium academic partners, and external committee members and their organizations.

This is a 60% FTE position and is eligible for a hybrid in-person and telework position with at least 2 days a week in-person on the UW campus in Seattle. The salary information provided below is for a full-time position and will be prorated for part-time. Due to hiring restrictions at UW, this is a one-year temporary position, but once those restrictions are lifted our intent is for this to become a permanent position.

Requires critical judgement to make decisions and upper-level contacts in the absence of the Director. The incumbent must work independently, help establish procedures and protocols, take initiative and prioritize activities as needed, and maintain a high degree of confidentiality and diplomacy. Working with the Director and other CICOES staff, the incumbent will help coordinate activities associated with CICOES internal and external events, including but not limited to administration of publications, meetings, internal research grants, postdoctoral scholar and graduate student applications, and assigned projects

CICOES is a NOAA-sponsored Cooperative Institute in a consortium of three academic partners (UW, UAF, OSU) that collaborates with three NOAA laboratories (PMEL, AFSC, NWFSC). CICOES facilitates environmental science research, education, and outreach that operate at regional, national, and international scales. CICOES’ large research portfolio includes Marine Ecosystems, Climate and Ocean Variability, and Environmental Data Science with an integrated education mission through support of summer internships, graduate student research, and postdoctoral fellowships.

Funding, averaging $20M annually, is derived from both NOAA and external granting agency sources.

Duties encompassed in this position are essential to the efficient functioning of CICOES and is a pivotal staff member in the operational success of the unit.

• 50% Manage the office of the CICOES Director: scheduling, organization and support for the Director’s meetings including the CICOES Executive Advisory Board, CICOES Council, Management team, external visitors, and review committees. Also includes managing the Director’s travel and requests for information to and from the office, and support for the Director’s role as lead on the national Cooperative Institute Directors’ Council.

• 30%:
  Organize and manage administration of CICOES initiatives and key events on time and within budget. Example events include the CICOES Symposium, all-hands meetings and staffing for committees when CICOES is task lead. This includes managing the annual Research Development Grant, the CICOES Graduate Student Awards programs, and applications to the Postdoctoral Fellowship program

• 10%:
  Track research publications for scientists at the three CICOES universities for annual reporting to NOAA, the CICOES website, and the annual magazine.

• 5%:
  Work with College of the Environment Advancement (fundraising) Office to support CICOES programs and schedule donor meetings and write correspondence as needed.

• 5%:
  Serve on the College Executive Assistants committee, lead one or more committee meeting agenda topics, and assist group members in obtaining programmatic funding for training and outreach development. Other duties as needed and assigned.

The salary information provided below is for a full-time position and will be prorated for part-time.

• Bachelor's Degree in Business or Science or Liberal Arts. Equivalent experience can substitute for degree requirement.

• Two years of experience with complex administrative support, faculty affairs…