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Req #: 247634

Department: BIOCHEMISTRY/IPD

Posting Date: 07/07/2025

Closing Info:

Open Until Filled

Salary: $6,000- $6,800 per month

Shift: First Shift

Notes:

As a UW employee, you will enjoy generous benefits and work/life programs. For a complete description of our benefits for this position, please visit our website, click here. (https://hr.uw.edu/benefits/wp-content/uploads/sites/3/2018/02/benefits-professional-staff-librarians-academic-staff-20230701\_a11y.pdf )

As a UW employee, you have a unique opportunity to change lives on our campuses, in our state and around the world. UW employees offer their boundless energy, creative problem-solving skills, and dedication to build stronger minds and a healthier world.

UW faculty and staff also enjoy outstanding benefits, professional growth opportunities and unique resources in an environment noted for diversity, intellectual excitement, artistic pursuits, and natural beauty.

POSITION PURPOSE

The Assistant to Director is primarily responsible for providing complex administrative support to the Executive Director and the IPD leadership and strategy teams. This includes but is not limited to: complex calendar management, coordinating travel and logistics for speaking engagements and conferences, including complex itineraries, briefings, and processing visa paperwork; coordinating on site event logistics, obtaining document signatures for scanning and distribution, tracking expenses and reimbursement; interacting closely with internal and external stakeholders to coordinate schedules; assisting with HR onboarding/offboarding, serving as backup support to IPD admin staff when needed, and responding to a wide variety of time sensitive tasks that come up on a daily basis.

DUTIES AND RESPONSIBILITIES

+ In this role, the Assistant to Director will commit 60% of their effort to managing Dr. King’s calendar and insuring responsiveness to all Executive Director communications to ensure a conflict-free meeting schedule and excellent external and internal communications.

+ Another 20% of effort will be dedicated to coordinating complex travel and visits and meeting logistics for a variety of stakeholders who visit the IPD, including organizing special events both independently and with the Executive Director’s guidance or review, to insure optimal progress towards the IPD’s long term strategic goals.

+ The remaining 20% of effort will be dedicated to a variety of tasks including overall administrative and organizational support to the leadership (including acting as secondary administrative assistant to Dr. Baker) and strategy and operations teams, developing administrative policy for the Institute, assisting in visa and appointments for postdoctoral scholars, and contribute to maintaining a positive culture within the IPD as a whole. **Lead Responsibilities:** The Assistant to Director will work in close collaboration with the IPD’s Assistant Director to ensure the overall smooth running of the Institute as a whole. As an integral member of the team, the Assistant to Director will work with IPD leadership to prioritize scheduling needs for the team and will act as a thought partner to manage overall needs for meeting requests that align with Institute priorities. This includes proactively reviewing upcoming schedules, recognizing potential conflicts, and providing insight on how to reconcile scheduling issues. Manage complex calendars for the IPD Executive Director. Organization and execution of high-level executive meetings, including communication and coordination with internal and external stakeholders and providing reminders, setting up teleconference calls and coordinating meetings in different time zones. Manage travel logistics including booking flights, lodging, drafting itineraries and briefings, and coordinating visit information and meetings with host institutions, and processing visa paperwork. Involves a lot of detailed coordination and logistical planning, and includes keeping track of expenses for reimbursement. Manage routine and confidential correspondence within the University of Washington, School of Medicine, and to the outside community as needed on behalf of IPD leadership team. Serve as a point of contact/liaison for the IPD Executive Director by managing inquiries and visits, triaging media and interview requests to other relevant stakeholders as needed. Respond to requests and inquiries from both within the University of Washington and the external community that require the IPD Executive Director's attention, using appropriate professional judgment and discretion to ensure timely delivery of such correspondence on his behalf. Answer incoming phone calls and escort visitors to/from meetings, triage various email requests that come in from IPD Admin account Schedule and plan events, such as meetings, conferences, Institute tours and presentations. Coordinate with other UW offices, including UW Advancement, to handle logistics and preparations and dissemination of relevant materials. Coordinate arrangements and itineraries for postdoctoral fellow candidates, visiting professors, and other guests. Provide wide and varied administrative and organizational support for Institute leadership and strategic teams. Serve as a backup for other admin staff and assist with HR onboarding and interviews, including scheduling meetings with incoming staff Coordinate with Institute fiscal team to compile and process expense reports and reimbursements Work on special projects as needed. **Supervisory Responsibilities:** Supervisory activities of the position include oversight of temporary part-time administrative support staff as needed. **MINIMUM REQUIREMENTS** :Bachelor's degree in Business Administration, Human Resources, Liberal Arts, Biology or related field, or equivalent experience. **ADDITIONAL REQUIREMENTS**

+ High attention to detail

+ Event management experience

+ Creative problem solving in a complicated and continuously changing environment.

+ Deep familiarity with calendaring software solutions, office related software, and communication tools

+ Excellent writing and verbal skills

+ Cool headed, careful minded, caring personality with good sense of humor

+ Recognized as a resource for others to use in dealing with complex logistic scenarios

+ In-depth understanding of organizational structure both within and outside the work unit.

+ Ability to develop innovative processes to achieve goals.

+ Excellent organizational, time management and decision-making skills.

+ Able to maintain a high level of confidentiality.

+ Able to the represent the Executive Director’s views in internal committee or other professional meetings as needed.

+ Experience interacting with diverse partners ranging across students, faculty, staff, elected government officials, private donors, and executive level leaders.This role requires an experienced, competent professional, with at least 2 + years of experience and proven track record in administrative and operations responsibilities in the private sector, government, or academia. An appreciation for the development of new knowledge with positive societal and medical impact is desirable. **DESIRED QUALIFICATIONS** An ideal Assistant to Director will be someone who (i) is good at creative problem solving and can take charge of a situation when necessary, (ii) has an extremely high level of attention to detail, (iii) elects to look at the bright side of things and assume the best intentions, (iv) continually learns and develops new skills, (v) figures out how to get things done, (vi) and has knowledge or experience of the UW work environment and its rules and regulations. **Application Process:** The application process may include completion of a variety of online assessments to obtain additional information that will be used in the evaluation process. These assessments may include Work Authorization, Cover Letter and/or others. Any assessments that you need to complete will appear on your screen as soon as you select “Apply to this position”. Once you begin an assessment, it must be completed at that time; if you do not complete the assessment, you will be prompted to do so the next time you access your “My Jobs” page. If you select to take it later, it will appear on your "My Jobs" page to take when you are access ready. Please note that your application will not be reviewed, and you will not be considered for this position until all required assessments have been completed.

University of Washington is an affirmative action and equal opportunity employer. All qualified applicants will receive consideration for employment without regard to, among other things, race, religion, color, national origin, sexual orientation, gender identity, sex, age, protected veteran or disabled status, or genetic information.