"Alerted.org

Job Description

The Executive Assistant to the Vice Dean for Academic Affairs (job profile: Assistant to the Dean) provides high‑level administrative and operational support to the Vice Dean for Academic Affairs, ensuring efficient management of schedules, communications, projects, and priorities. This role requires exceptional organizational skills, discretion, and the ability to manage multiple complex tasks in a fast‑paced, academic medical environment. The Executive Assistant serves as a liaison between the Vice Dean’s office and internal/external stakeholders, often handling sensitive and confidential information.

DUTIES AND RESPONSIBILITIES

Administrative Support (60%)

+ Provide executive-level administrative support to the Vice Dean for Academic Affairs while maintaining a high level of professionalism, discretion, customer service, and responsiveness.

+ Manage confidential and complex calendars, requiring consistent and fluid interaction with internal and external stakeholders to coordinate meetings amidst busy schedules.

+ Screen and triage correspondence and apply independent judgement in directly responding to questions/requests or escalating as appropriate.

+ Coordinate and draft internal and external communications and announcements.

+ Independently develop presentation materials, including gathering and summarizing materials and creating effective agendas and presentations.

+ Take meeting minutes, track deadlines, and manage follow-up action items as delegated.

+ Maintain a clear understanding of key stakeholders within the School of Medicine to provide effective administrative support.

Financial Support (20%)

+ Manage and monitor travel and professional development budgets, preparing financial reports to support informed decision‑making by the Vice Dean.

+ Verify and reconcile all business and travel expenses, including creating and submitting Purchase Orders.

+ Process invoices, reimbursements, and other financial transactions accurately and in accordance with UW guidelines.

+ Develop, modify, and maintain various databases and records management systems that comply with federal, state, and University regulations.

+ Process invoices, reimbursements, and other financial transactions accurately and in accordance with UW guidelines.

Special Projects and Other Duties as Assigned (20%)

+ Utilize project management techniques and tools to track and monitor timetables, action items, deliverables and contingency plans for various initiatives, projects, and other special assignments.

+ Provide high-level administrative and organizational support for workgroups and search committees overseen, requested or chaired by the Vice Dean for Academic Affairs or Director for Academic, Rural and Regional Affairs. These duties include taking meeting minutes, documenting decision-making, tracking next steps, developing and disseminating materials, communicating outcomes to stakeholders, and directly coordinating meeting logistics.

+ Proactively provide regular status reports to the Vice Dean for Academic Affairs on projects and issues, highlighting key priorities, identifying possible challenges, and making recommendations or presenting solutions.

+ May provide special project and working group management at the discretion of the Vice Dean for Academic Affairs or Director for Academic, Rural and Regional Affairs.

+ Provide proctoring for exams as needed.

+ Perform other duties as assigned.

MINIMUM REQUIREMENTS

+ Bachelor’s degree in Communications, Business Administration, or other related field.

+ Minimum two years of professional experience in a high-level administrative support role.

Additional requirements.

+ Ability to interpret and communicate to others complex policies and procedures.

+ Ability to work independently with a high degree of reliability, accuracy, and productivity.

+ Ability to handle senior executive-level confidential information with a high level of tact, discretion, and diplomacy.

+ Demonstrated ability to maintain harmonious working relationships and effectively address complex and sensitive administrative issues.

+ Ability to work across multiple levels of an organization to achieve results.

+ Ability to research topics/issues quickly and efficiently given limited guidance and direction.

+ Advanced skills with Microsoft Office Suite (i.e., Outlook, Word, Excel, PowerPoint, SharePoint).

_Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements such as a license/certification/registration._

DESIRED REQUIREMENTS

+ Experience supporting leadership positions in a large, higher education institution or complex medical organization.

WORKING CONDITIONS

This position may require the employee to work beyond a normal 40-hour work week and intermittently requires evening and weekend time to meet project deadlines and attend meetings and events.

Hybrid work arrangement available with at least three days per week onsite.

Compensation, Benefits and Position Details

Pay Range Minimum:

$63,312.00 annual

Pay Range Maximum:

$85,008.00 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 (https://policy.uw.edu/directory/po/executive-orders/eo-81-prohibiting-discrimination-harassment-and-sexual-misconduct/) .

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.