Administrative Specialist

University of Washington Medical Center • Seattle, WA

2d • $61,512 - $92,280

About The Position

UW Medical Center-Montlake has an outstanding opportunity for an Executive Assistant. WORK SCHEDULE 40 hours per week Day Shift POSITION HIGHLIGHTS Provide high-level support to multiple executives and play a key role in driving organizational efficiency and strategic initiatives. Oversee employee recognition and engagement activities, including awards and events that celebrate and connect our team. PRIMARY JOB RESPONSIBILITIES Provide high-level administrative support to multiple executives, including calendar management, meeting coordination, and onboarding of new staff. Oversee UWMC Recognition Program and coordinate UWMC Cares Awards to promote employee engagement and recognition. Manage intranet content and internal communications to ensure timely and accurate information sharing across departments. Plan and coordinate meetings, forums, and special events, including logistics, agendas, and follow-up actions. Serve as UW ProCard holder and process invoices, purchase orders, and payments in compliance with UW and state regulations. Respond to staff inquiries and provide guidance on policies, procedures, and operational resources. Collaborate with committees and external agencies to support compliance, reporting, and organizational initiatives. REQUIREMENTS Bachelor’s Degree and 5 years of experience providing executive-level administrative support in a large, complex organization. Proven ability to handle confidential personnel and financial information with discretion. Strong organizational, communication, and interpersonal skills, with the ability to manage multiple priorities and maintain professionalism under pressure. Experience supporting C-suite or senior executives in an academic medical center or public-sector environment. Familiarity with University of Washington systems such as Workday and the intranet. Demonstrated success managing complex projects or programs involving multiple stakeholders. Commitment to continuous process improvement, service excellence, and collaboration across departments. The position requires the ability to perform tasks such as sitting, standing, keyboarding, and occasional reaching, stretching, bending, and moving about. The role may involve lifting or carrying items up to 20 pounds. Equivalent education and/or experience may substitute for minimum qualifications except when there are legal requirements, such as a license, certification, and/or registration. ABOUT UW MEDICAL CENTER-MONTLAKE UW Medical Center is an acute care academic medical center located in Seattle with two campuses: Montlake and Northwest. As the No. 1 hospital in Seattle and Washington State since 2012 (U.S. News & World Report) and nationally ranked in seven specialties, UW Medical Center prides itself on compassionate patient care as well as its pioneering medical advances. The UW Medical Center-Montlake campus is located on the edge of the beautiful UW campus which includes many amenities available to our staff as well as very convenient public transit options including the Sound Transit’s light rail station across the street. Excellence. Exploration. Education. ABOUT UW MEDICINE – WHERE YOUR IMPACT GOES FURTHER UW Medicine is Washington’s only health system that includes a top-rated medical school and an internationally recognized research center. UW Medicine’s mission is to improve the health of the public by advancing medical knowledge, providing outstanding primary and specialty care to the people of the region, and preparing tomorrow’s physicians, scientists and other health professionals. All across UW Medicine, our employees collaborate to perform the highest quality work with integrity and compassion and to create a respectful, welcoming environment where every patient, family, student and colleague is valued and honored. Nearly 29,000 healthcare professionals, researchers, and educators work in the UW Medicine family of organizations that includes: Harborview Medical Center, UW Medical Center - Montlake, UW Medical Center - Northwest, Valley Medical Center, UW Medicine Primary Care, UW Physicians, UW School of Medicine, and Airlift Northwest. Become part of our team. Join our mission to make life healthier for everyone in our community. Compensation, Benefits and Position Details Pay Range Minimum: $61,512.00 annual Pay Range Maximum: $92,280.00 annual Other Compensation: - Benefits: For information about benefits for this position, visit https://www.washington.edu/jobs/benefits-for-uw-staff/ Shift: First Shift (United States of America) Temporary or Regular? This is a regular position FTE (Full-Time Equivalent): 100.00% Union/Bargaining Unit: Not Applicable About the UW Working at the University of Washington provides a unique opportunity to change lives – on our campuses, in our state and around the world. UW employees bring their boundless energy, creative problem-solving skills and dedication to building stronger minds and a healthier world. In return, they enjoy outstanding benefits, opportunities for professional growth and the chance to work in an environment known for its diversity, intellectual excitement, artistic pursuits and natural beauty. Our Commitment The University of Washington is committed to fostering an inclusive, respectful and welcoming community for all. As an equal opportunity employer, the University considers applicants for employment without regard to race, color, creed, religion, national origin, citizenship, sex, pregnancy, age, marital status, sexual orientation, gender identity or expression, genetic information, disability, or veteran status consistent with UW Executive Order No. 81. To request disability accommodation in the application process, contact the Disability Services Office at 206-543-6450 or [email protected]. Applicants considered for this position will be required to disclose if they are the subject of any substantiated findings or current investigations related to sexual misconduct at their current employment and past employment. Disclosure is required under Washington state law. Use the filters or enter keywords in the search box (such as “custodian,” “nursing” or “manager”) to explore available opportunities. To find temporary opportunities, enter “temporary” in the search box. If you are a current UW employee: You must log into Workday and apply internally through the UW Jobs Hub. Looking for faculty, librarian or academic staff positions? Please visit our Academic Jobs site. Looking for student employment? Learn more on our Student Employment site. There are many perks to working for the University of Washington. Learn more about the benefits that could be available to you as a UW employee. Sign up for Job Alerts to be notified about job opportunities at the UW that interest you; you’ll be one of the first to learn when openings become available. You will be asked to create an account if you do not already have one.

Requirements

• Bachelor’s Degree and 5 years of experience providing executive-level administrative support in a large, complex organization.
• Proven ability to handle confidential personnel and financial information with discretion.
• Strong organizational, communication, and interpersonal skills, with the ability to manage multiple priorities and maintain professionalism under pressure.
• Experience supporting C-suite or senior executives in an academic medical center or public-sector environment.
• Familiarity with University of Washington systems such as Workday and the intranet.
• Demonstrated success managing complex projects or programs involving multiple stakeholders.
• Commitment to continuous process improvement, service excellence, and collaboration across departments.
• The position requires the ability to perform tasks such as sitting, standing, keyboarding, and occasional reaching, stretching, bending, and moving about.
• The role may involve lifting or carrying items up to 20 pounds.
• Equivalent education and/or experience may substitute for minimum qualifications except when there are legal requirements, such as a license, certification, and/or registration.

Responsibilities

• Provide high-level administrative support to multiple executives, including calendar management, meeting coordination, and onboarding of new staff.
• Oversee UWMC Recognition Program and coordinate UWMC Cares Awards to promote employee engagement and recognition.
• Manage intranet content and internal communications to ensure timely and accurate information sharing across departments.
• Plan and coordinate meetings, forums, and special events, including logistics, agendas, and follow-up actions.
• Serve as UW ProCard holder and process invoices, purchase orders, and payments in compliance with UW and state regulations.
• Respond to staff inquiries and provide guidance on policies, procedures, and operational resources.
• Collaborate with committees and external agencies to support compliance, reporting, and organizational initiatives.

What This Job Offers

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