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 Department of Scandinavian Studies is a dynamic and creative unit seeking to discover, preserve, and transmit fundamental knowledge about the languages, literature, history, politics, and cultures of the Scandinavian/Nordic and Baltic countries. There are 11 faculty and 2 staff members, all serving 50 undergraduate majors and minors, 12 graduate students, and annually enrolling roughly 2,000 undergraduates.
If that mission speaks to you, we urge you to apply for the role of Administrator at the Department of Scandinavian Studies. In this role, you will report to the Department Chair and be responsible for managing the daily operations of this lively department, and its finances in particular. With general direction from the Department Chair, the Administrator acts independently and ensures that University policies and procedures are followed. Those responsibilities include general administration, business planning, financial management, personnel, facilities support, research support, development, and other functions as necessary. The department is supported by more than ten million dollars in endowments.
Our faculty, staff, and students are intellectually engaged with the ways that race, gender identity, sexuality, ability, class, and ethnicity shape the human experience, both within the educational institutions and outside them. The Department of Scandinavian Studies trains students to think critically about the world around them, and engage actively. We are seeking candidates whose experience have not only prepared them to fulfill our commitment to inclusion, but have also given them the confidence to engage with people from a wide spectrum of backgrounds.
RESPONSIBILITIES: General Administration: The Administrator oversees departmental payroll, personnel, procurement, scholarships, course management, and equipment inventory. The Administrator is the chief liaison between the Department and other campus units such as the Dean’s Office, Shared Services, Payroll, Academic Human Resources, Registrar, and Accounts Payable. The Administrator maintains accurate records of budgets, HR, & other operations; manages Department functions and public events (as required); and oversees arrangements for visitors to the Department, including job candidates, guest speakers, and visiting instructors/scholars.
Finance: The Administrator manages state, gift, grant and self-sustaining budgets (approximately $1.1 million per year). This includes tracking and assigning expenditures to appropriate allocations, verifying allocation balances, and establishing financial management policies. The Administrator provides the Chair with monthly budget reports, including 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; and estimates revenue from endowed and annual gift funds. In addition, the Administrator monitors all grant and contract budgets and distributes reports to principal investigators and the Chair.
Human Resources: The Administrator coordinates and assists the Chair with personnel recruitment, appointments, promotions, salary actions, and terminations. The Administrator independently supervises one classified staff position and ensures that the Department follows all applicable policies, labor contracts and regulations regarding faculty, classified, professional and hourly staff, and Academic Student Employees (ASEs). The Administrator coordinates faculty recruiting, assuring compliance with all appropriate UW and INS rules and regulations, and prepares, assembles, and distributes required documentation for faculty promotion and tenure, appointment, and reappointment processes.
Course Management: The Administrator is responsible for working with Faculty and Academic Student Employees (ASEs) to plan the departmental Time Schedule. The Administrator is responsible for knowing and complying with Learning Space policies, incorporating faculty preferences, and meeting the Time Schedule production deadlines.
Other duties as assigned.
2-3 years progressively more responsible administrative experience at an educational institution and/or government agency
Strong written, digital and oral communication skills, including tact, diplomacy, and discretion
Demonstrated collaborative work style and ability to work well in a diverse workplace
Experience in an institution of higher education
Experience with UW systems
Demonstrated problem solving and analytical skills
Curiosity and imagination
Ability to analyze large data sets
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.
Founded in 1861, the University of Washington is one of the oldest public institutions in the west coast and one of the preeminent research universities in the world. The University of Washington is a multi-campus university comprised of three different campuses: Seattle, Tacoma, and Bothell. The Seattle campus is made up of sixteen schools and colleges that serve students ranging from an undergraduate level to a doctoral level. The university is home to world-class libraries, arts, music, drama, and sports, as well as the highest quality medical care in Washington State and a world-class academic medical center. The teaching and research of the University’s many professional schools provide undergraduate and graduate students the education necessary toward achieving an excellence that will serve the state, the region, and the nation. As part of a large and diverse community, the University of Washington serves more students than any other institution in the Northwest.