Foundations Administrative Assistant - School of Medicine, Academic, Rural, and Regional Affairs
About The Position
The School of Medicine has an outstanding opportunity for a Foundations Administrative Assistant to join their team. Reporting to the Foundations Program Manager, the Foundations Administrative Assistant plays a critical role in supporting the delivery of a complex, multi-site medical education curriculum across the WWAMI region (Washington, Wyoming, Alaska, Montana, and Idaho). This position ensures the seamless coordination of schedules, communications, and administrative processes across several integrated blocks serving more than 270 students annually. This is an exciting opportunity to contribute to a mission-driven academic environment while building strong partnerships and delivering exceptional administrative support.
Requirements
- High School diploma/GED AND three years of office or administrative support experience.
- Proven administrative and problem-solving skills.
- Proven organizational skills which highlight ability to use and maintain systems to track information and materials.
- Computer proficiency with spreadsheets, word processing, and databases in a Windows environment.
- Strong oral and written communication skills.
- Demonstrated experience working in large, fast-paced, highly structured environments.
- Ability to work independently with a high degree of professionalism, reliability, accuracy, and productivity.
- Ability to handle confidential information responsibly.
- Demonstrated ability to maintain harmonious working relationships and effectively address complex and sensitive administrative issues.
- Proven track record in exercising discretion and independent judgment effectively in decision-making processes.
- Ability to work across multiple levels of an organization to achieve results.
Nice To Haves
- Bachelor’s degree.
- Experience in higher education, preferably medical education.
Responsibilities
- Independently coordinate and execute day-to-day administrative operations for Foundations curriculum activities, including scheduling, documentation, communications, and tracking across multiple sites and academic calendars.
- Serve as a point of contact for assigned courses and threads, supporting faculty, staff, and students while ensuring timely, accurate, and policy-aligned processes and communications.
- Maintain curriculum systems and tools, including Canvas course support, document management, and reporting to ensure smooth program delivery.
- Support weekly and monthly meetings with foundation block directors, site leads, instructors, and regional site administrators by preparing agendas, documenting decisions, tracking action items, and following through on assigned next steps.
- Provide examination administrative support by reserving exam spaces and proctoring regular, makeup, and remediation exams in accordance with established procedures.
- In collaboration with faculty and staff, develop written communication materials and distribute broadly to UW Medicine faculty, regional faculty, staff, and students (e.g. development and dissemination of the Foundations Curriculum newsletter).
- Assist in the systematic review and evaluation of continuous curricular innovation, including development and monitoring of outcomes and plans of action for improvement.
- Collect data and information for inclusion in School of Medicine reports and accreditation surveys.
- Represent curriculum team at School of Medicine Curriculum Committee meetings.
Benefits
- For information about benefits for this position, visit https://www.washington.edu/jobs/benefits-for-uw-staff/
Stand Out From the Crowd
Upload your resume and get instant feedback on how well it matches this job.
What This Job Offers
Job Type
Full-time
Career Level
Mid Level
Education Level
High school or GED
