Executive Assistant to the Vice Dean for Academic Affairs

University of Washington • Campus, IL

46d • Hybrid

About The Position

The Executive Assistant to the Vice Dean for Academic Affairs (job profile: Assistant to the Dean) provides high‑level administrative and operational support to the Vice Dean for Academic Affairs, ensuring efficient management of schedules, communications, projects, and priorities. This role requires exceptional organizational skills, discretion, and the ability to manage multiple complex tasks in a fast‑paced, academic medical environment. The Executive Assistant serves as a liaison between the Vice Dean's office and internal/external stakeholders, often handling sensitive and confidential information.

Requirements

• Bachelor's degree in Communications, Business Administration, or other related field.
• Minimum two years of professional experience in a high-level administrative support role.
• 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 senior executive-level confidential information with a high level of tact, discretion, and diplomacy.
• 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.
• Ability to research topics/issues quickly and efficiently given limited guidance and direction.
• Advanced skills with Microsoft Office Suite (i.e., Outlook, Word, Excel, PowerPoint, SharePoint).

Nice To Haves

• Experience supporting leadership positions in a large, higher education institution or complex medical organization.

Responsibilities

• Provide executive-level administrative support to the Vice Dean for Academic Affairs while maintaining a high level of professionalism, discretion, customer service, and responsiveness.
• Manage confidential and complex calendars, requiring consistent and fluid interaction with internal and external stakeholders to coordinate meetings amidst busy schedules.
• Screen and triage correspondence and apply independent judgement in directly responding to questions/requests or escalating as appropriate.
• Coordinate and draft internal and external communications and announcements.
• Independently develop presentation materials, including gathering and summarizing materials and creating effective agendas and presentations.
• Take meeting minutes, track deadlines, and manage follow-up action items as delegated.
• Maintain a clear understanding of key stakeholders within the School of Medicine to provide effective administrative support.
• Manage and monitor travel and professional development budgets, preparing financial reports to support informed decision‑making by the Vice Dean.
• 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.
• Process invoices, reimbursements, and other financial transactions accurately and in accordance with UW guidelines.
• Utilize project management techniques and tools to track and monitor timetables, action items, deliverables and contingency plans for various initiatives, projects, and other special assignments.
• Provide high-level administrative and organizational support for workgroups and search committees overseen, requested or chaired by the Vice Dean for Academic Affairs or Director for Academic, Rural and Regional Affairs. These duties include taking meeting minutes, documenting decision-making, tracking next steps, developing and disseminating materials, communicating outcomes to stakeholders, and directly coordinating meeting logistics.
• Proactively provide regular status reports to the Vice Dean for Academic Affairs on projects and issues, highlighting key priorities, identifying possible challenges, and making recommendations or presenting solutions.
• May provide special project and working group management at the discretion of the Vice Dean for Academic Affairs or Director for Academic, Rural and Regional Affairs.
• Provide proctoring for exams as needed.
• Perform other duties as assigned.

Benefits

• For information about benefits for this position, visit https://www.washington.edu/jobs/benefits-for-uw-staff/

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Industry: Educational Services
• Number of Employees: 5,001-10,000 employees