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Job Description

The Department of Bioethics & Humanities at the University of Washington is a nationally recognized leader in exploring the ethical and social dimensions of medicine and the life sciences. As a social sciences and humanities department based in a top-ranked School of Medicine, we bring critical perspectives to questions of health, technology, and society. Our faculty and staff foster a collaborative environment that values innovation, inclusivity, and public engagement.

OVERVIEW:

The Administrative Specialist serves as the principal administrative partner to the Chair of the Department of Bioethics and Humanities. This position provides independent, senior-level executive and operational support to advance the department’s teaching, research, and clinical missions. Acting with delegated authority, the Administrative Specialist represents the Chair in communications with faculty, staff, and university leadership, manages confidential and sensitive matters, and drives departmental priorities forward through executive support, operations oversight, communications, project management, and academic affairs administration.

RESPONSIBILITIES:

Executive Support to the Chair (35% FTE)

• Serve as principal assistant and trusted advisor to the Chair; act as primary representative in communication with University, School of Medicine, and departmental stakeholders. Manage the Chair’s complex calendar, prioritize commitments, and resolve scheduling conflicts in alignment with strategic priorities. Monitor and manage the Chair’s correspondence, draft and edit communications, and respond on behalf of the Chair as appropriate. Prepare materials, agendas, reports, and presentations for meetings, conferences, and teaching commitments.

• Oversee meetings, including agenda development, dissemination of material, hybrid technology setup, and follow-up on action items.

• Coordinate travel and process reimbursements, ensuring compliance with UW and SOM policies. Handle sensitive and confidential matters with professionalism and discretion.

Communications, Events, and Project Management (30% FTE)

• The Administrative Specialist serves as the founding Program Manager for the Science, Medicine, and Society (SMS) Lab, a new department initiative. This role leads program strategy, partnership development, operations, communications, and evaluation to launch and grow the Lab. The position exercises independent judgment, sets priorities across multiple workstreams, and represents the department with internal and external partners.

• Develop and implement departmental communications strategy across web, social media, newsletters, and institutional channels.

• Manage and update departmental website and digital platforms; ensure accessibility and brand alignment.

• Plan and coordinate departmental events, retreats, speaker series, and hybrid meetings; provide onsite support to ensure seamless execution.

• Draft, edit, and disseminate communications that reflect the Chair’s and department’s goals to internal and external stakeholders.

• Translate departmental priorities into projects and initiatives; track progress, measure outcomes, and recommend improvements.

Operations and Administration (20% FTE )

• Oversee departmental operations including space planning, facilities coordination, safety protocols, purchasing, and office resources.

• Partner with Building Management and IT services to ensure effective workspace and technology support.

• Develop and implement Standard Operating Procedures, tracking tools, and dashboards to streamline departmental processes.

• Manage ProCard reconciliation and ensure compliance with UW financial policies.

• Coordinate special projects and cross-departmental initiatives on behalf of the Chair and Administrator.

• Represent the department on committees and institutional initiatives as assigned.

• Provide support for visitors, departmental hospitality, and special events.

Academic Affairs and Staff Human Resources (15% FTE)

• Act as the primary liaison with Shared Services for academic and staff HR/payroll actions, ensuring compliance with policies and contracts

• Support faculty appointments, promotions, and reappointments by coordinating documentation, tracking timelines, and facilitating communication.

• Maintain accurate and confidential personnel records and databases for faculty, staff and students.

• Collaborate with SOM HR and Academic Affairs to implement process improvements in faculty and staff support.

• Anticipate and resolve HR-related issues by applying independent judgement and discretion.

REQUIRED:

+ Bachelor's Degree in Business Administration, Public Administration, Human Resources, Communications, Organizational Management, or a related field and two years of relevant experience, OR equivalent education/experience.

ADDITIONAL REQUIREMENTS

+ Proven ability to manage competing priorities, coordinate schedules, and handle complex policies and procedures with accuracy and attention to detail.

+ Strong organizational and problem-solving skills, with a focus on streamlining workflows, improving processes, and implementing solutions in dynamic or evolving environments.

+ Skilled in planning and coordinating meetings, events, and activities, ensuring smooth execution and attention to logistics.

+ Excellent written and verbal communication skills, including the ability to draft, review, and edit materials while engaging effectively with diverse audiences and stakeholders.

+ Proficiency in analyzing data and metrics to generate insights and contribute to strategic decision-making.

+ Ability to build and maintain positive relationships with both internal teams and external partners, fostering collaboration and a customer-focused approach.

+ Experienced in navigating ambiguity and high-pressure situations with critical thinking and sound judgment, while remaining adaptable and resourceful.

+ Capable of working independently and collaboratively to achieve shared goals, drive improvements, and support organizational objectives.

+ High proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, Teams), Zoom, GSuite, and the ability to quickly learn new software tools. Intermediate experience with SharePoint and electronic file management systems.

+ Flexible and resilient in balancing multiple priorities and adapting to organizational change.

DESIRED:

+ Experience with UW administrative systems, policies and procedures.Prior experience working in higher education, healthcare, or medical school setting.

+ Master's degree in business, public administration, communications, organizational leadership, or a related field.

+ Specialized certification in areas such as project management, business administration, human resources, executive administration, communications platforms, or related fields.

+ Proficiency with tools like WordPress, Canva, Marketo, and social media platforms (e.g., LinkedIn, Instagram, BlueSky, YouTube, etc.).

+ Experience managing communications with external stakeholders, website content, and social media postings for organizations or institutions.

CONDITIONS OF EMPLOYMENT

+ Ability to come to campus 1x/week for staff in-office days and as requested to manage department events, administer meetings, etc.

+ While the role is typically performed within a regular 40-hour workweek, it may occasionally require additional hours or work outside of standard business hours to manage events or meet critical deadlines.

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 proud to be an affirmative action and equal opportunity employer (https://hr.uw.edu/eoaa/) . All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, gender expression, national origin, age, protected veteran or disabled status, or genetic information.

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 (https://app.leg.wa.gov/RCW/default.aspx?cite=28B.112.080) .

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.