Assistant to Chair

Job Description HCDE has an outstanding opportunity for an Assistant to the Chair to join their team.

The Assistant to the Chair (ATC) reports directly to the department Chair and has delegated authority to perform professional level programmatic or administrative functions. The ATC independently makes decisions or recommendations regarding assigned administrative or programmatic functions. The ATC provides executive support to the Chair on matters such as calendar management, event planning, communications, departmental policy development, and leading special projects.

The employee regularly exercises independent judgment and discretion in work directly related to academic personnel practices such as faculty appointment and promotion, and merit and peer reviews. This position requires exceptional organizational, project management, problem-solving, and communication skills, along with a high degree of initiative and independent judgment. The role involves frequent and substantive interactions with a diverse range of stakeholders both within and outside the University community.

Given the sensitive and confidential nature of many matters handled by this position, the ability to exercise sound judgment, discretion, tact, and professionalism is essential. Success in this role requires a thorough understanding of University and College of Engineering (CoE) policies, procedures, and practices, as well as a strong working knowledge of HCDE's academic, research, and business operations. The ATC must be able to manage multiple priorities simultaneously, navigate complex situations, and effectively support departmental objectives in a dynamic and fast-paced environment.

A positive, solutions-focused approach and a genuine commitment to collaboration and customer service are critical to success in this role. Reporting directly to the Chair, the ATC is the primary person responsible for coordinating all aspects of the department's academic human resources functions and related administrative duties. The ATC is expected to understand and keep up-to-date with multiple processes, policies and procedures as outlined by the UW Policy Directory, UW Faculty Code, Academic Human Resources, and the MyCoE website.

In addition to coordinating academic personnel practices for ~20 core faculty, the ATC is responsible for overseeing the appointments of over 30 outside part-time lecturers each year.

• Coordinate faculty requests and appointments: e.g., requests for Faculty Sabbaticals and leaves of absence; appointments and reappointments of part-time, affiliate, adjunct, and extension faculty; appointments of tenure-track faculty; reappointments of junior faculty; emeritus requests; and Requests for Outside Professional Work for Compensation.
• Alert faculty of the various college and university due dates regarding Academic HR topics.
• Oversee the department’s merit review and peer review processes, including: establishing timelines, coordinating meetings, posting materials, coordinating merit review edits for faculty, and ensuring timely completion.
• Coordinate all aspects of the department’s promotion and tenure process, including: establishing timelines, managing letters of recommendation, preparing and submitting complete PT packages to the CoE via Interfolio, staying current on CoE and UW PT policies, and coordinating with the Dean’s office.
• Coordinate the appointment of Visiting Scholars and all other academic staff, handling visa applications, preparing appointment packets for Dean and Provost approval, coordinating with the Administrator regarding office space.
• Oversee the department Visa application and renewal process for international faculty, visiting scholars, visiting scientists, and postdocs entering or extending stays in the department: J-1, H-1B, F-1 OPTs, permanent residency.
• Collaborate with CoE and department payroll coordinator and other department staff to communicate all new and renewed appointments.
• Maintain schedule/timeline of Chapter 24 renewals, sabbatical timelines, peer teaching evaluations, and promotion and reappointment…