Executive Assistant to the Vice Dean for Rural and Regional Affairs - School of Medicine, Academic, Rural, and Regional Affairs

University of Washington•Seattle, WA

3d•Hybrid

About The Position

The UW School of Medicine’s Office of Academic, Rural and Regional Affairs is hiring an Executive Assistant to provide high-level administrative and operational support for the Vice Dean for Rural and Regional Affairs. The role advances the School of Medicine’s rural and regional health education, research, partnerships, and community service mission. It is a highly visible and trusted position that requires managing complex priorities, strengthening communication, coordinating strategic work, and serving as a central liaison with stakeholders across the multistate WWAMI region. The Executive Assistant works with substantial independence and discretion, anticipates needs, and turns complex information into clear actions and polished executive-level materials. Responsibilities include executive administrative support; financial and records support; and coordination of special projects and programs. The position manages confidential calendars and correspondence, prepares communications and presentations, tracks meeting actions and deadlines, monitors budgets and processes financial transactions, and organizes strategic initiatives, accreditation work, and regional data-system updates. It also supports collaboration among regional offices, faculty, staff, and community partners, and may provide exam proctoring and related support. This is a regular, 100% FTE position. It is eligible for hybrid telework and may be based in Seattle, Washington, or remotely within the WWAMI region. The role may require work beyond a standard 40-hour workweek, including evenings or weekends, to meet deadlines or support meetings and events. The annual pay range is $63,312 to $86,712.

Requirements

Bachelor’s degree in Communications, Business Administration, or a related field; equivalent education and/or experience may substitute where permitted.
At least two years of professional experience in a high-level administrative support role.
Ability to interpret complex policies and procedures and communicate them to others.
Ability to work independently with reliability, accuracy, and productivity.
Ability to handle senior executive-level confidential information with tact, discretion, and diplomacy.
Demonstrated ability to maintain harmonious working relationships and address complex and sensitive administrative issues effectively.
Ability to work across multiple organizational levels to achieve results.
Ability to research topics and issues quickly and efficiently with limited guidance.
Advanced skills with Microsoft Office, including Outlook, Word, Excel, PowerPoint, and SharePoint.

Nice To Haves

Experience supporting leadership positions in a large higher education institution or complex medical organization.
Experience coordinating projects, tracking deadlines, and working with teams across different locations.
Knowledge of or experience working in geographically distributed teams.

Responsibilities

Provide executive-level administrative support to the Vice Dean, maintaining professionalism, discretion, customer service, and responsiveness.
Manage confidential and complex calendars and coordinate meetings with internal and external stakeholders.
Screen and triage correspondence, responding independently or escalating requests as appropriate.
Coordinate and draft internal and external communications and announcements.
Develop presentation materials, gather and summarize information, and create agendas and presentations.
Take meeting minutes, track deadlines, and manage delegated follow-up actions.
Maintain knowledge of School of Medicine stakeholders to provide effective administrative support.
Monitor project budgets and prepare financial summaries, reports, and forecasts.
Process and reconcile purchases, invoices, reimbursements, purchase orders, and business and travel expenses in accordance with UW requirements.
Maintain confidential project-planning, budget, financial-reporting, audit, and contract documentation.
Use project management tools and practices to organize timelines, deliverables, action items, dependencies, and contingency plans for initiatives, assignments, workgroups, and search committees.
Coordinate rural and regional initiatives related to accreditation, continuous quality improvement, and strategic planning, including LCME recommendations and action plans.
Enter and maintain regional data-system records, check information for accuracy and completeness, and coordinate updates with regional staff and leadership.
Prepare concise status reports identifying priorities, risks, and recommendations; research and synthesize policy, operational, and regulatory information to help leaders identify practical solutions.
Build collaborative relationships across the WWAMI region to support information sharing, project implementation, problem-solving, and coordination among regional offices, faculty, staff, and community partners.
Provide exam proctoring and other related support as assigned.