Executive Assistant to the Vice Dean for Rural and Regional Affairs - School of Medicine, Academic, Rural, and Regional Affairs
About The Position
The Executive Assistant provides high-level administrative and operational support to the Vice Dean for Rural and Regional Affairs, advancing the UW School of Medicine’s rural and regional health education, research, partnerships, and community service mission. This highly visible and trusted role manages complex priorities, strengthens communication, coordinates strategic work, and serves as a central liaison with faculty, students, health system partners, government agencies, higher education institutions, and community organizations across the multistate WWAMI region. The position works with substantial independence and discretion, anticipates needs, and turns complex information into clear actions and polished executive-level materials. The role provides executive administrative support, including complex calendar management, correspondence triage, communications and presentation development, meeting minutes, and follow-up tracking. It monitors project budgets, prepares financial summaries and forecasts, processes and reconciles purchases and expenses, and maintains confidential project, financial, audit, and contract documentation. The Executive Assistant also coordinates strategic initiatives, special assignments, workgroups, and search committees; supports rural and regional accreditation, continuous quality improvement, and strategic planning; maintains regional data system records; and prepares status reports and research-based recommendations. The position builds collaborative relationships across the WWAMI region and may provide exam proctoring and other related support. The role is eligible for hybrid telework and may be based in Seattle, Washington, or remotely within the WWAMI region. Work beyond a standard 40-hour week, including evenings or weekends, may be required to meet deadlines or support meetings and events.
Requirements
- Bachelor’s degree in Communications, Business Administration, or a related field; equivalent education and/or experience may substitute for minimum qualifications 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 a high degree of 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 and direction.
- Advanced skills with Microsoft Office Suite, 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 for Rural and Regional Affairs with professionalism, discretion, customer service, and responsiveness.
- Manage confidential and complex calendars, coordinating meetings with internal and external stakeholders.
- Screen and triage correspondence; respond independently when appropriate or escalate requests.
- Coordinate and draft internal and external communications and announcements.
- Develop presentation materials, gather and summarize materials, and create agendas and presentations.
- Take meeting minutes, track deadlines, and manage delegated follow-up action items.
- Maintain an understanding of key 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 documentation related to project planning, budgets, financial reporting, audits, and contracts.
- Use project management tools and practices to organize timelines, deliverables, action items, dependencies, and contingency plans for strategic initiatives, special 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, review information for accuracy and completeness, and coordinate updates with regional staff and leadership.
- Prepare concise status reports that identify priorities, risks, and recommendations; investigate 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.
Benefits
- The posting refers applicants to the UW staff benefits website for benefits information but does not specify particular benefits.
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What This Job Offers
Job Type
Full-time
Career Level
Mid Level
