Executive Administrative Assistant

1 month ago

Seattle, United States University of Washington Full time

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.

Join the University of Washington's School of Medicine as we seek an exceptional Executive Administrative Assistant (Administrative Specialist (E S 7)) to play a pivotal role in our dynamic academic environment. Reporting directly to the School of Medicine Associate Dean of Administration and Operations, this influential position will be instrumental in supporting administrative functions and facilitating the efficient operation of the School of Medicine. This individual will operate with a high level of professionalism, discretion, and attention to detail; contributing to the overall success of the School of Medicine's mission.

The UW School of Medicine is committed to building and sustaining a multicultural community that fosters equity, diversity, and inclusion. We believe that this is achieved by intentionally creating opportunities for involvement, participation, and growth for everyone and by nurturing a positive institutional climate through professional development, education, policy, and practice.

We are looking for a proactive individual who embodies drive, adaptability, and the ability to foster positive relationships across all levels of the organization. If you're ready to make an impact and contribute to the success of one of the nation's leading medical schools, we invite you to join us in shaping the future of healthcare.

What we are looking for:

A proactive approach to work with an ability to quickly pivot and adapt.

Curiosity and creative problem-solving skills, with an ability to work independently.

Ability to prioritize work and remain highly organized, especially given competing priorities.

A high level of professionalism and reliability, with an understanding of the importance of maintaining confidentiality.

Willingness to learn new systems and processes.

Excellent written and verbal communication and collaboration skills across all levels of the business; strong judgement and decision-making skills.

Ability to foster an inclusive environment by actively embracing diverse perspectives and valuing contributions from individuals of all backgrounds.

DUTIES AND RESPONSIBILITIES

Administrative Support (40%)

Manage complex calendars using Microsoft Outlook calendar, requiring consistent and fluid interaction with internal and external stakeholders to coordinate complex meetings and busy schedules.

Capable of handling multiple requests, tasks, and deadlines concurrently with frequent re-prioritization.

Arrange and coordinate leadership and all-hands meetings, taking meeting minutes, and handles follow-up action items as delegated.

Coordinate and draft internal and external communications and announcements.

Independently develop presentation materials, including gathering and summarizing materials and create effective agendas and presentations.

Tracking deadlines, action items, and key deliverables for assigned projects.

Maintains a clear understanding of key stakeholders within the School of Medicine, UW Medicine, and University of Washington, to provide effective administrative support.

Update and maintain organizational charts on a regular cadence for accuracy and proactively manage and administer access to School of Medicine email distribution lists.

Manage organization wide calendar on the School of Medicine's Intranet.

Support and optimize the School of Medicine technology infrastructure such as Microsoft Teams channel, SharePoint, and OneDrive.

Update and maintain intranet and internet profiles within the organization of the Associate Dean of Administration and Operations.

Arrange and coordinate all business travel arrangements upon request.

Finance: Reporting and Compliance (40%)

Verify and reconcile all business and travel expenses, including creating and submitting Purchase Orders.

Process invoices, reimbursements, and other financial transactions accurately and in accordance with UW guidelines.

Develop, modify, and maintain various databases and records management systems that comply with federal, state and University regulations.

Collect, disseminate, and independently research business and regulatory information and reports to external entities as requested.

Maintain confidential documentation pertaining to project planning, budgets and financial reporting, audits, and contracts.

Other Duties as assigned (20%)

Assist in the planning, coordination, and execution of special projects, initiatives, and events within the School of Medicine. This may involve liaising with multiple departments, organizing logistics, and ensuring timely completion of tasks.

May be required to provide administrative support to ADAO team members when necessary.

MINIMUM REQUIREMENTS

BS or BA degree in Communications, Business Administration or other related field and 2 years professional experience in high-level administrative support.

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

ADDITIONAL REQUIREMENTS

Ability to interpret and communicate to others complex policies and procedures.

Ability to work independently with a high degree of reliability, accuracy, and productivity.

Ability to handle confidential information responsibly.

Demonstrated ability to maintain harmonious working relationships and effectively address complex and sensitive administrative issues.

Ability to work across multiple levels of an organization to achieve results.

DESIRED QUALIFICATIONS

Strong knowledge of Microsoft Suite tools - Outlook, Word, Excel, Power Point, SharePoint, OneDrive, and Teams.

CONDITIONS OF EMPLOYMENT

This position will be a hybrid in-person/remote work schedule. Office is in Seattle, WA (UW Health Sciences Building).

Our total compensation package includes generous UW benefits and consists of an annual salary; we do not have annual bonuses.

Application Process: The application process 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 access 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.

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