Administrative Assistant 3

University of Washington•Seattle, WA

2d•$48,396 - $64,740•Hybrid

About The Position

The Department of Genome Sciences at the Brotman Baty Institute for Precision Medicine has an outstanding opportunity for an Administrative Assistant 3 to join their team. The Brotman Baty Institute for Precision Medicine (BBI) is a key strategic initiative of UW Medicine, Fred Hutchinson Cancer Research Center, and Seattle Children’s Hospital. This role provides comprehensive administrative, operational, and communications support to the Brotman Baty Institute (BBI) and its affiliated faculty. The position manages complex calendars, meetings, events, communications, and special projects; serves as a key point of contact for internal and external stakeholders; supports budget and financial activities; and assists with committee and institute functions. The successful candidate will exercise independent judgment, maintain confidentiality, improve administrative processes, and help ensure the efficient operation of a fast-paced, collaborative research environment.

Requirements

High School/GED AND three years of office or administrative support experience.
Equivalent education and/or experience may substitute for minimum qualifications except when there are legal requirements, such as a license, certification, and/or registration.
Proficiency in Microsoft Office Suite applications, including Outlook, Word, Excel, PowerPoint, and Teams, with the ability to create and manage correspondence, reports, presentations, spreadsheets, databases, and other business documents.
Experience coordinating complex schedules, meetings, events, and travel arrangements.
Experience in handling confidential and sensitive information.
Proficiency with the Google docs and calendar ecosystem.
Ability to do basic web development and coding work to maintain and update the institute website.
Excellent attention to detail, and ability think through steps and processes to anticipate potential problems before they arise.
Ability to think creatively and troubleshoot problems
Experience and expertise maintaining relationships with funders, donors or sponsors.

Nice To Haves

Bachelor’s degree with one year of administrative experience.
Experience providing administrative, communications, or project coordination support in a complex organization.
Experience working in a higher education and/or basic sciences research environment.
Demonstrated excellence in writing, editing, proofreading, and preparing professional communications, reports, and procedural documentation.
Strong organizational skills, including the ability to prioritize competing responsibilities and manage a high-volume workload with frequent interruptions and changing deadlines.
Demonstrated ability to work independently, and identify opportunities to improve processes and operational efficiency.
Familiarity with learning management systems (Canvas), website content management, and digital communication platforms is preferred.
Experience with Workday Finance, including expense processing, reimbursements, purchasing, and financial transaction management.
Ability to work collaboratively as a key member of an administrative and operations team while maintaining a high level of initiative and accountability.

Responsibilities

Provide comprehensive administrative support to BBI faculty, including activities related to research, instruction, mentoring, and strategic initiatives.
Manage multiple complex and frequently changing calendars, proactively coordinating schedules, resolving conflicts, and anticipating needs to ensure efficient use of faculty and leadership time.
Coordinate meetings and events, including oversight of logistics of scheduling room bookings/rentals, event budgets, materials preparation, invitations, catering orders, A/V coordination, parking accommodation, and expense reimbursements.
Plan, schedule, and coordinate business travel, including travel arrangements, and reimbursement processing.
Prepare professional correspondence, reports, presentations, and briefing materials for faculty and leadership.
Serve as a primary point of contact for routine and complex inquiries, providing accurate information and exceptional customer service to internal and external stakeholders.
Independently resolve administrative issues and complaints, escalating more complex matters to appropriate personnel when necessary.
Support student recruitment efforts, including resume review, interview scheduling, and candidate communications.
Coordinate and support special projects and initiatives as assigned.
Serve as a key administrative resource for the Brotman Baty Institute (BBI), supporting day-to-day operations and programmatic activities.
Provide support to all BBI staff, always being team oriented, friendly, approachable, and reliable.
Support website updates, social media communications, newsletters, and executive-level communications materials.
Assist with office space planning, facilities coordination, equipment needs, access management, and related operational activities.
Serve as a resource for administrative and operational staff, providing guidance on processes, procedures, and best practices.
Maintain records of Institute policies and procedures and communicate changes to appropriate personnel.
Maintain and update course materials and module organization in Canvas learning management system in support of faculty instruction.
Perform other duties as assigned by the direct supervisor or others with supervisory authority, consistent with the scope and level of the position.
Perform complex document preparation assignments, including research, writing, proofreading, editing, formatting, and coordination of review processes.
Prepare figures, graphics, presentations, and other materials for publications, meetings, and conferences.
Coordinate administrative support for grant submissions, annual reporting requirements, competing renewals, and related administrative processes.
Track and monitor internal and external deadlines associated with reports, publications, and institutional requirements.
Assist with Genome Sciences Grants Managers, BBI-affiliated institutions, and their respective Offices of Sponsored Research or Sponsored Programs regarding extramural funding submissions.
Prepare correspondence and complex reports tailored to the needs of diverse audiences and stakeholders.
Monitor and reconcile expenses, support budget tracking, process reimbursements and purchasing transactions, and assist with financial reporting activities.
Exercise independent judgment in prioritizing competing responsibilities and delivering accurate, high-quality work in a fast-paced environment.