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Jobleads-US is hiring: EXECUTIVE ASSISTANT TO THE EXECUTIVE VICE DEAN/SENIOR VIC

Jobleads-US, Seattle, WA, United States

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EXECUTIVE ASSISTANT TO THE EXECUTIVE VICE DEAN/SENIOR VICE PRESIDENT FOR MEDICAL AFFAIRS

Req #: 240888

Department: UW MEDICINE AND SCHOOL OF MEDICINE

Job Location: Seattle Campus

Posting Date: 11/08/2024

Closing Info: Open Until Filled

Shift: First Shift

Benefits: 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.

UW Medicine and School of Medicine have an outstanding opportunity for an Executive Assistant to the Executive Vice Dean/Senior Vice President for Medical Affairs to join their team.

Under the general guidance of the Executive Vice Dean/Senior Vice President for Medical Affairs (EVD/SVPMA), the Executive Assistant is primarily responsible for oversight and management of the office of the EVD/SVPMA and for acting as the principal liaison in support of UW Medicine/School of Medicine’s mission.

The Executive Assistant will communicate frequently with key UW Medicine/School of Medicine leaders including the CEO, UW Medicine, Executive Vice President for Medical Affairs and Dean of the School of Medicine, University of Washington and other executive leaders.

This position requires a detailed knowledge and understanding of UW and UW Medicine operations and finances and requires exercising independent judgment and discretion in work directly related to the EVD/SVPMA office.

DUTIES AND RESPONSIBILITIES

Support to EVD/SVPMA and Senior Leaders (70%):

  1. Partner with the EVD/SVPMA for the executive management and operation of School of Medicine’s strategic plan, policies and procedures.
  2. Independently research and draft agendas, progress reports, correspondence, communication materials, and reports for the EVD/SVPMA.
  3. Manage the EVD/SVPMA’s complex and issue-sensitive calendar.
  4. Ensure EVD/SVPMA is fully briefed on agenda items and has received all required materials.
  5. Serve as a resource for the EVD/SVPMA’s direct reports.
  6. Prepare and edit materials for the EVD/SVPMA.
  7. Staff search committees and other ad hoc administrative committees.
  8. Prepare speeches, slides, reports, white papers, and other materials for internal and external audiences.
  9. Independently research and draft correspondence for the EVD/SVPMA department chairs.
  10. Monitor and assess internal communications and perform quality reviews for accuracy and consistency.
  11. Coordinate and manage travel arrangements for EVD/SVPMA.
  12. Represent the EVD/SVPMA in all communication and correspondence.
  13. Participate in meetings of workgroups developing manuals, reference websites.
  14. Investigate and resolve matters of significance on behalf of management.
  15. Establish communication standards for EVD/SVPMA’s team.
  16. Work on other special projects as assigned by the EVD/SVPMA.

Office Management and Coordination (20%):

  1. Collaborate and coordinate around responsibilities of administrative staff in the EVD/SVPMA office.
  2. Work in close collaboration with the Executive Assistant to the CEO UW Medicine.
  3. Complete all related personnel functions for the EVD/SVPMA’s office.
  4. Coordinate and manage the support for the EVD/SVPMA’s office.

Budgetary Responsibility (10%):

  1. Liaise with the EVD/SVPMA’s direct reports to present a comprehensive view of the EVD/SVPMA’s budget.
  2. Approve budget expenditures and reconcile the budget utilizing Workday.
  3. Monthly monitoring of EVD/SVPMA budget.
  4. Develop and maintain databases and tracking systems for budget record keeping.

MINIMUM REQUIREMENTS

  • Bachelor’s degree
  • Minimum of five years of executive level administrative support.

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

ADDITIONAL REQUIREMENTS

  • Working knowledge of administrative support services, human resources, and financial oversight.
  • High level of tact, discretion, and diplomacy.
  • Ability to handle senior level confidential information.
  • Excellent oral and written communication skills.
  • Administrative experience in a higher education academic/medical setting.
  • Experience using Microsoft Office.

DESIRED QUALIFICATIONS

  • Experience in an academic medical center or public university setting.
  • Substantial direct experience with the management of complex executive work.

Application Process: The application process may include completion of a variety of online assessments. Please note that your application will not be reviewed until all required

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