Foundations Administrative Assistant - School of Medicine, Academic, Rural, and Regional Affairs

University of Washington•Seattle, WA

8d•Hybrid

About The Position

The Foundations Administrative Assistant supports delivery of a complex, multi-site medical education curriculum across the WWAMI region (Washington, Wyoming, Alaska, Montana, and Idaho). Reporting to the Foundations Program Manager, the position coordinates schedules, communications, and administrative processes across integrated curriculum blocks serving more than 270 students annually. The role works with faculty, staff, students, and regional partners to provide accurate, timely, and policy-aligned administrative support. The position independently coordinates day-to-day curriculum administration, supports courses and meetings, maintains curriculum systems and materials, and assists with examinations and communications. It also contributes to continuous curricular improvement, reporting, accreditation surveys, and School of Medicine committee work. The position uses a hybrid work model, with on-site work expected four to five days per week during scheduled curriculum sessions, which occur for up to nine months each year. It is a regular, 100% FTE position.

Requirements

High school diploma or GED and three years of office or administrative support experience; equivalent education and/or experience may substitute except where legal requirements apply.
Proven administrative and problem-solving skills.
Organizational skills, including the ability to use and maintain systems for tracking 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 professionalism, reliability, accuracy, and productivity.
Ability to handle confidential information responsibly.
Ability to maintain harmonious working relationships and address complex and sensitive administrative issues effectively.
Ability to exercise discretion and independent judgment in decision-making.
Ability to work across multiple organizational levels to achieve results.
Ability to regularly lift, carry, push, and pull items weighing up to 25 pounds safely and efficiently.

Nice To Haves

Bachelor’s degree.
Experience in higher education, preferably medical education.

Responsibilities

Coordinate 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 and ensuring timely, accurate, policy-aligned processes and communications.
Maintain curriculum systems and tools, including Canvas course support, document management, and reporting.
Support weekly and monthly meetings by preparing agendas, documenting decisions, tracking action items, and following through on next steps.
Reserve exam spaces and proctor regular, makeup, and remediation exams in accordance with established procedures.
Develop and distribute written communications in collaboration with faculty and staff, including the Foundations Curriculum newsletter.
Assist with systematic review and evaluation of continuous curricular innovation, including developing and monitoring outcomes and plans for improvement.
Collect data and information for School of Medicine reports and accreditation surveys.
Represent the curriculum team at School of Medicine Curriculum Committee meetings.
Perform event setup and facility-related physical tasks, including moving and arranging tables and chairs and safely lifting, carrying, pushing, and pulling items weighing up to 25 pounds.