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University of Washington

University of Washington is hiring: SENIOR ADMINISTRATIVE SPECIALIST in Seattle

University of Washington, Seattle, WA, United States

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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

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. As the only comprehensive clinical, research and learning health system in the five-state WWAMI (Washington, Wyoming, Alaska, Montana, Idaho) region, UW Medicine provides the most up-to-date care for each individual patient, leads one of the world’s largest and most comprehensive medical research programs, and provides innovative learning programs for students, trainees, and practitioners in the health professions.

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. In the 2024 fiscal year, UW Medicine Advancement raised nearly $305 million in gifts and private grants (48 percent of the University of Washington’s total) from 14,300 donors to support the mission of UW Medicine. You can find out more about UW Medicine Advancement’s priorities and office culture on our career website https://give.uwmedicine.org/careers/.

The Senior Administrative Specialist provides direct and far-reaching support as a trusted partner to six leaders at UW Medicine Advancement and leads special projects as assigned:

  • Assistant Vice President for Health System Philanthropy
  • Assistant Vice President for Development Marketing and Communications
  • Senior Director for Engagement and Communications
  • Two Senior Directors for Health System Philanthropy
  • Senior Director for Philanthropy

The Senior Administrative Specialist provides senior-level administrative support in a confidential and professional manner, exercising independent judgment and discretion. This position is responsible for a broad range of duties including, but not limited to: executive scheduling and briefing, executive communications, special project coordination, scheduling complex meetings and interviews, planning travel and submitting reimbursements, onboarding new team members, and managing other administrative functions.

The Senior Administrative Specialist must have the ability to work in a fast-paced environment with many complexities and ambiguity. The Senior Administrative Specialist manages relationships with internal and external stakeholders including other unit leadership, UW Administrators, UW Medicine faculty, donors, and other campus partners. The Senior Administrative Specialist reports to the Assistant Vice President for Health System Philanthropy and does not have any direct reports.

DUTIES AND RESPONSIBILITIES

Operations Administration: 30%

  • Administrative duties include coordinating with the unit’s administrative team and acting as liaison for UW Medicine Advancement with other offices both in University Advancement and UW Medicine.
  • Serve as liaison with departments within the School of Medicine, faculty and staff at affiliated hospitals including UW Medical Center – Montlake, UW Medical Center – Northwest, Harborview Medical Center, and Valley Medical Center, University Advancement, high-level volunteer groups, major donors, and other external audiences.
  • Routinely exercise independent judgment and decision-making skills, set own work priorities, interpret policies, and provide direction, expertise, and assistance.
  • Independently evaluate and take action on requests that affect the UW Medicine Advancement office while recognizing strategic priorities and when to escalate.
  • Assist with the assessment of the support staff needs for UW Medicine Advancement office and with the hiring and training of permanent, temporary and student employees. Promote teamwork and professionalism.
  • Coordinate with administrative team to ensure that main Advancement phone line and central office email addresses are covered and responses to callers and correspondence are timely and appropriate.
  • Handle travel arrangements and prepare and submit reimbursement requests for supported leaders and their team members.
  • When requested, provide administrative support to the Chief Advancement Officer, Associate Vice Presidents or Assistant Vice Presidents in the absence of their Executive Assistant and Senior Administrative Specialist.
  • Schedule interviews and coordinate the onboarding program for new employees.
  • Pull weekly and monthly reports from Reportal database as requested.
  • Assist with entering donor contact reports into UW’s proprietary CRM as requested.

Complex Scheduling and Administrative Support – 50%

  • Calendar management for supported leaders:
    • Schedule meetings, appointments, conferences, interviews, retreats and other team building meetings with staff. Secure briefings and materials for these engagements.
    • Schedule donor visits, gather all necessary materials, and ensure that the donor has directions, parking instructions, and is met at the reception desk. Set up meeting rooms for attendees.
    • Maintain list of assistants for executives, faculty, UW colleagues and donors as contacts.
    • Receive and screen meeting invitations.
  • Screen telephone calls and incoming requests for supported leaders:
    • Make independent judgments on possible solutions such as referrals to other staff members as appropriate.
    • Draft responses and provide replies based upon knowledge of the views and actions of supported leaders.
  • Assist with correspondence, meeting minutes, PowerPoint and Excel materials to support presentations, reports and proposals for internal and external audiences:
    • Draft and copyedit written materials.

Event Coordination and Special Projects – 20%

  • Work with Executive Assistant and independently to plan for all-staff events such as retreats, meetings, and recognition events:
    • Contact speakers, coordinate with vendors.
    • Coordinate venue, food, A/V, set-up, clean-up (events staff may provide advice/assistance).
  • Assist with special projects as needed.
  • Provide administrative support for high-level fundraising volunteer committees:
    • Provide information on advancement policies and philanthropy issues for internal and external audiences.
  • Draft and coordinate agenda items and discussion documents/PowerPoints for various internal recurring meetings, take minutes, and track all information from these meetings for historical purposes.
  • Assist with A/V set-up for hybrid meetings and in-person meetings.

MINIMUM QUALIFICATIONS

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

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

ADDITIONAL QUALIFICATIONS

  • Values the UW’s commitment to inclusiveness and UW Medicine’s commitment to becoming an anti-racist organization. Demonstrates respect and commitment to diversity.
  • Demonstrated project management with creativity, organizational ability, empathy and strong attention to detail. Ability to manage emerging priorities and varying project timelines.
  • Strong interpersonal skills and customer service orientation. Poised, professional manner and the ability to communicate clearly, directly and empathetically in all interactions: verbal and written communications, one-on-one conversations and in groups, etc.
  • Demonstrated ability to proactively and skillfully engage others in ways that help resolve differences, manage conflicts and build consensus, all with the best interests of the organization in mind.
  • Demonstrated strong computer skills, including strong proficiency with Microsoft Outlook, Word, Excel, PowerPoint, SharePoint and Teams for calendaring, correspondence, presentations, special reports, spreadsheets, etc. Comfort with learning new software.
  • Works to resolve conflicts and differences through dialog and open communication in a timely manner. Sees every difference as an opportunity for growth and change.
  • Ability to make decisions in ambiguous situations, exercise good judgment based on information and analysis in a fast-paced, dynamic, deadline-driven environment in an organized and professional manner.
  • Demonstrated ability to maintain confidences and protect confidential information.
  • Ability to act in a selfless manner and model ethical values of UW Medicine.
  • Equivalent education/experience may substitute for stated requirements.

PREFERRED QUALIFICATIONS

  • Program management experience.
  • Knowledge of development/advancement principles.
  • Experience with UW travel, purchasing, budget and timekeeping systems and policies.
  • Experience working with complex CRMs.

WORKING ENVIRONMENTAL CONDITIONS

  • Cubicle/Open workspace environment which may result in additional or higher levels of noise and visual distractions.
  • Occasional travel to support local special events or meetings.

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.

Committed to attracting and retaining a diverse staff, the University of Washington will honor your experiences, perspectives and unique identity. Together, our community strives to create and maintain working and learning environments that are inclusive, equitable and welcoming.

To request disability accommodation in the application process, contact the Disability Services Office at 206-543-6450 or dso@uw.edu.

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.

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