Senior Administrative Specialist Job at University of Washington in Seattle

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Job Location Detail: Remote/Hybrid, Seattle - South Lake Union

Posting Date: 10/30/2024

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.

POSITION PURPOSE
UW Medicine Advancement has an excellent opportunity for Senior Administrative Specialist to join their team. At UW Medicine, we work to improve health for all people through excellence in clinical, research, and education and training programs. The passionate, 79-person team at UW Medicine Advancement works collaboratively to connect donors with meaningful opportunities to enhance patient care, expand educational opportunities and advance research at UW Medicine. The Senior Administrative Specialist provides direct and far-reaching support as a trusted partner to support six leaders at UW Medicine Advancement and lead special projects as assigned.

DUTIES AND RESPONSIBILITIES

Operations Administration: 30%

1. Administrative duties include coordinating with the unit’s administrative team and acting as liaison for UW Medicine Advancement with other offices.
2. Serve as liaison with departments within the School of Medicine, faculty and staff at affiliated hospitals.
3. Routinely exercise independent judgment and decision-making skills.
4. Independently evaluate and take action on requests that affect the UW Medicine Advancement office.
5. Assist with the assessment of the support staff needs for UW Medicine Advancement office.
6. Coordinate with administrative team to ensure that main Advancement phone line and central office email addresses are covered.
7. Handle travel arrangements and prepare and submit reimbursement requests.
8. Schedule interviews and coordinate the onboarding program for new employees.
9. Pull weekly and monthly reports from Reportal database as requested.

Complex Scheduling and Administrative Support – 50%

1. Calendar management for supported leaders.
2. Screen telephone calls and incoming requests for supported leaders.
3. Assist with correspondence, meeting minutes, PowerPoint and Excel materials.

Event Coordination and Special Projects – 20%

1. Work with Executive Assistant and independently to plan for all-staff events.
2. Assist with special projects as needed.
3. Provide administrative support for high-level fundraising volunteer committees.

MINIMUM QUALIFICATIONS

1. Bachelor of Arts degree and four or more years of progressively responsible experience in an administrative office environment.
2. Four or more years of experience providing direct support of an executive, senior administrator, or lead faculty member.

ADDITIONAL QUALIFICATIONS

1. Values the UW’s commitment to inclusiveness.
2. Demonstrated project management with creativity and strong attention to detail.
3. Strong interpersonal skills and customer service orientation.

PREFERRED QUALIFICATIONS

1. Program management experience.
2. Knowledge of development/advancement principles.

WORKING ENVIRONMENTAL CONDITIONS

1. Cubicle/Open workspace environment.
2. Occasional travel to support local special events or meetings.

Application Process: The application process may include completion of a variety of online assessments.

Committed to attracting and retaining a diverse staff, the University of Washington will honor your experiences, perspectives and unique identity.