Executive Assistant to the Dean

University of Washington•Seattle, WA

3d•Onsite

About The Position

The School of Pharmacy has an outstanding opportunity for an Executive Assistant to the Dean to join their team. The University of Washington School of Pharmacy is ranked nationally in the top schools of Pharmacy. At the School of Pharmacy, we are committed to educating the next generation of leaders in pharmacy, pharmaceutical research and health care – while seeking to ensure the safe, rational and cost-effective use of medicines. The Executive Assistant to the Dean reports to the Assistant Dean of Finance and Administration and serves as a trusted partner to the Dean, providing high-level executive, administrative, and operational support for the Dean's Office and the School of Pharmacy. This critical role requires a proactive and highly organized professional who can thrive in a fast-paced, multi-functional environment while managing complex priorities, coordinating projects, supporting office operations, and contributing to the achievement of the School's strategic goals. The position requires strong critical thinking, problem-solving, project management, financial management, and communication skills, as well as the ability to work independently and exercise sound judgment. As a key representative of the Dean's Office, the Executive Assistant to the Dean works closely with internal and external constituents and plays an important role in ensuring a welcoming, professional, and responsive environment. The successful candidate must develop a strong understanding of the Dean's priorities to effectively manage scheduling and competing demands, while handling sensitive and confidential information with the highest level of discretion, tact, and professionalism. This highly visible position requires exceptional interpersonal skills, excellent customer service, and the ability to communicate effectively with diverse audiences.

Requirements

Bachelor's Degree in administration, business, or other related field.
4 years of experience with administrative with supporting senior executives.
Highly organized with a professional yet accessible demeanor.
Highly developed interpersonal skills in person, on the phone, and in written communications.
Proven ability to handle sensitive situations and confidential information with tact, discretion, and diplomacy.
Demonstrated experience with financial analysis with strong spreadsheet skills.
Proven accuracy and attention to detail as well as the ability to work efficiently and meet objectives in a timely manner.
Strong computing skills.

Nice To Haves

6 years of experience with administrative with supporting senior executives.
Experience with content management system for website updates and HTML knowledge.
Strong skills with UW Academic Human Resources policies and procedures.
Advanced Microsoft Word experience.
Experience with PowerPoint.
Intermediate experience with UW Workday.

Responsibilities

Act as confidential liaison for the Dean, Associate, and Assistant Deans for the full range of internal and external individuals and offices which whom they relate: staff, faculty, students, associate and assistant Deans, department chairs, administrators, directors, vice presidents, vice provosts, research groups, academic groups, etc.
Liaise with the School’s Advancement team on communication strategies to support the Dean and Assistant Dean for Finance and Administration.
Exercise a high degree of judgment in communicating with all parties.
Be alert to situations that require early intervention and attention and use independent judgment to bring issues to the attention of the appropriate parties and reach resolution.
Manage and schedule meetings and take minutes for the Executive Committee, All School Faculty Meetings and other committees as necessary.
Provide project management for specific projects assigned by the Dean.
Provide significant support in the development, implementation, and interpretation of policies, programs, goals, and objectives.
Carry out special projects by independently requesting follow-up and action as warranted and establish priorities ensuring that all official obligations are met and materials are prepared to meet commitments within required timeframes.
Serve as the main point of contact for the School of Pharmacy’s Combined Fund Drive annually.
Serve as the lead staff member on the School’s strategic planning process. This will include participation in the plan’s creation and implementation.
Use skills to help manage any required changes.
Support key School events sponsored by the Dean. This includes managing the budget, working with vendors, selecting venues, creating invitation lists, and overseeing event logistics on event days.
Manage the Dean's complex and sensitive schedule. Coordinate day-to-day activities to ensure effective management of schedule, meeting regularly with the Dean to review calendar and operational issues.
Prepare meeting materials in advance to ensure the Dean is prepared for meetings and events.
Serve as staff lead for School and University committees chaired by the Dean, Associate Deans, and Assistant Deans. Schedule meetings, coordinate agendas, prepare materials, and track action items.
Manage the Dean's travel arrangements and organize travel materials. Prepare itineraries, process reimbursements, and ensure compliance with University policies and regulations.
Manage the Dean's Office administrative files, including faculty personnel files.
Work with the Assistant Dean for Finance in drafting and maintaining Dean’s office policies and procedures.
Reconcile purchases made using a pro-card.
Create content and update materials on the School of Pharmacy intranet.
Answer Dean's Office phone.
Respond to requests for information and refer callers as appropriate.
Provide travel, purchasing, and payroll support for the Dean’s Office
Support the Schools Diversity, Equity, and Inclusion Council (DEIC) and the Elected Faculty Council (EFC).
Responsible for use of pro-card and reconciliation for Dean's office transactions.
Perform other duties as assigned.