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.

We’re looking for a skilled addition to our staff. The Cooperative Institute for Climate, Ocean, and Ecosystem studies (CICOES) is a research unit within the College of the Environment at the University of Washington in Seattle. Our scientists work collaboratively with researchers at the National Oceanic and Atmospheric Administration (NOAA) on a broad range of environmental themes including Marine Ecosystems, Climate and Ocean Variability, and Polar Studies.

The Assistant to the Executive Director is a key position who coordinates interactions among the Executive Director, the CICOES management team, the College of the Environment Dean’s Office, our consortium partners (the University of Alaska, Fairbanks (UAF) and Oregon State University (OSU)), and our nearly 100 research scientists.

This professional staff, overtime-exempt position, can be fully in person on the UW campus or a hybrid in person/remote work position.

Please include a cover letter that highlights and details why you’d be an asset to CICOES.

RESPONSIBILITIES:

Office of the Executive Director

The incumbent in this position supports the Executive Director of CICOES and works closely
with the Deputy, Associate and Assistant Directors, to serve as a liaison between CICOES and the College of the Environment Dean’s Office, CICOES staff, affiliated units within the University, cooperative institute partners at OSU and UAF, and external committee members and organizations.

The duties encompassed in this position are essential to the efficient functioning of CICOES and is pivotal in the operational success of the unit.

Manage the office of the CICOES Executive Director, including scheduling, travel, complex calendaring and requests for information.

Schedule, organize and support the Executive Director’s meetings including the CICOES Executive Advisory Board and Council, National CI Director’s council, external visitors, and review committees.

Provide executive and senior-level direct and confidential support.

Manage the annual Research Development Grant and CICOES Graduate Student Fellowship programs. Assist in management of Postdoctoral Fellowship program.

Work with College of the Environment Advancement (fundraising) Office to support CICOES programs, schedule donor meetings, and write correspondence.

Serve on the College Executive Assistants committee, lead one or more committee meeting agenda topics per year, and assist group members in obtaining programmatic funding for training and outreach development.

Organize and administer CICOES initiatives and key events on time and within budget. Example events include the CICOES Symposium, all hands meetings, and committee staffing when CICOES is task lead.

CICOES Administrative Support

This position provides communication among and supports the CICOES administrative staff.

Under the direction of the Education & Outreach Specialist, assist in management of the CICOES Education and Outreach Program. This includes: assisting with student intern applications, managing weekly seminar series for student interns, assisting travel and housing arrangements for student interns, assisting with CICOES outreach activities.

Track research publications by CICOES scientists for annual NOAA reporting, website, and CICOES magazine.

Provide project management support to CICOES administrative staff.

Other duties to support the mission of the unit as assigned.

Safety Coordinator

This position acts as the lead safety coordinator for CICOES.

Coordinate fieldwork safety plans, and emergency procedures and plans for office workplaces according to legal guidelines in coordination with staff and the fieldwork safety plan coordinator.

Represent CICOES at the College of the Environment safety committee.

Work with CICOES Fiscal Specialist on foreign travel logistics: maintain communication with the UW Global Travel Security manager, ensure travelers register in the travel emergency registry system, and train travelers on emergency travel assistance abroad and UW insurance.

Prepare and disseminate policies to establish a culture of health and safety.

Investigate accidents or incidents to document causes and report information in the UW

Online Accident Reporting System, and serve as the appointed UW H&S Committee 10 representative along with elected representatives working onsite at NOAA.

MINIMUM REQUIREMENTS:

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

Two years’ experience with complex administrative support, faculty affairs support, or equivalent combination of education and experience.

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

ADDITIONAL REQUIREMENTS:

Excellent written and verbal skills.

Ability to exercise independent judgment and discretion.

Demonstrated project management skills.

Proven administrative, organizational, interpersonal, and problem-solving skills.

Demonstrated critical thinking skills to resolve issues.

Demonstrated ability to manage information, particularly confidential and highly sensitive information.

DESIRED:

Demonstrated proficiency in Microsoft Office

Experience working in higher education.

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.