SoM Administrative Specialist

Job Description The University of Washington (UW) is proud to be one of the nations premier research and educational institutions. Our people are the most important asset in our pursuit of achieving excellence in education, research, and community service. Our staff enjoys outstanding benefits and professional growth opportunities and an environment where diversity and community involvement are encouraged to flourish. Opportunities for intellectual excitement and curiosity, and artistic pursuits abound across our campuses and in the region at large. The UW School of Medicine (SoM) Deans Office has an outstanding opportunity for a full-time SoM Administrative Specialist. This position primarily serves as a flexible executive support resource, providing executive support to various School of Medicine leadership as assigned, functioning in a fast paced, independent, and deadline driven environment. This role requires strong problem-solving skills, exceptional organizational abilities, initiative, and the capacity to manage multiple priorities simultaneously while exercising sound judgment. The SoM Administrative Specialist also provides consistent support to the SoM Deans Office Administration and Operations team with administrative and project-based responsibilities. Due to the flexible nature of this position, a combination of onsite and remote work can be expected. Specific schedules will be based on current administrative needs and discussed with supervisor. DUTIES AND RESPONSIBILITIES SoM Leadership Executive Assistance and Operations Management (70%) The SoM Administrative Specialist will provide executive-level administrative support to a specific SoM leader when on assignment. Duties include but are not limited to: Acting as a delegated authority for SoM leader while maintaining a high level of professionalism, discretion, customer service, and responsiveness. Managing multiple confidential and complex calendars, requiring consistent and fluid interaction with internal and external stakeholders to coordinate meetings amidst busy schedules. Screening and triaging correspondence and applying independent judgment in directly responding to questions/requests or escalating as appropriate. Coordinating and arranging events and travel while practicing financial responsibility. Independently drafting, editing, and proofreading documents, memos, and reports. Maintaining and organizing physical and electronic filing systems with accuracy and confidentiality to ensure operational efficiency. Attending meetings to record notes, capturing key discussions, decisions, and assigned action items. Publishing and maintaining organized records of meeting minutes and related documents for future reference. Verifying and reconciling all business and travel expenses, including creating and submitting Purchase Orders. Processing invoices, reimbursements, and other financial transactions accurately and in accordance with UW guidelines. Developing, modifying, and maintaining various databases and records management systems that comply with federal, state, and University regulations. Maintaining confidential documentation pertaining to project planning, budgets and financial reporting, audits, and contracts. Performing data entry and maintaining databases, spreadsheets, and records. Providing on-site office support including office supply inventory and ordering, equipment maintenance, and general office upkeep. Greeting visitors and escorting them to meetings; staffing meetings and committees as assigned. Identifying and recommending opportunities to improve administrative processes and efficiency. Deans Office, Administration and Operations Administrative Support and Project Management (30%) Independently plan and execute SoM-wide initiatives, as well as support different teams with ad-hoc projects, reports, presentations, events and other tasks as needed. Provide administrative coverage for the Deans Office, Administration and Operations during staff absences (e.g., vacation, leave, or illness), ensuring a seamless workflow. Coordinate with other members of administrative staff providing Deans Office support. Develop, manage, and maintain electronic file systems for routine documents, confidential and non-confidential materials. Maintain databases, spreadsheets, org charts, and records for Deans Office, Administration and Operations including those published on the departmental intranet webpages. Collaborate with supervisor and leaders in the creation of standardized processes for Administrative Specialists supporting leaders within the SoM. Perform other duties as assigned. MINIMUM REQUIREMENTS Bachelors degree in administration, business, communications, or a related field. 3 years of progressively responsible experience in administrative support. Additional Requirements Knowledge of organizational procedures and operations and the ability to analyze and make recommendations accordingly. Demonstrated proficiency in Microsoft Outlook, Word, Excel, and PowerPoint, electronic mail, web searches and electronic calendar programs. Prior work experience in an academic, healthcare and/or administrative environment. Self-directed individual with a strong work ethic and service orientation. Ability to anticipate the needs of the unit and respond proactively. Excellent written and verbal communication skills; strong interpersonal skills; ability to always maintain a professional demeanor. Ability to adjust to rapid changes, attention to detail and the ability to manage multiple priorities in a highly dynamic environment. Ability to handle confidential information with tact, discretion, and diplomacy, and to maintain strict confidentiality. DESIRED QUALIFICATIONS Experience with HMC, UWMC and FHCC campus locations and systems. Experience with University of Washington systems and procedures. Experience with executive level administrative support. Project management experience and familiarity with process improvement methodologies. Compensation, Benefits and Position Details Pay Range Minimum: $75,000.00 annual Pay Range Maximum: $94,992.00 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. 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. Use the filters or enter keywords in the search box (such as custodian, nursing or manager) to explore available opportunities. To find temporary opportunities, enter temporary in the search box. If you are a current UW employee: You must log into Workday and apply internally through the UW Jobs Hub. Looking for faculty, librarian or academic staff positions? Please visit our Academic Jobs site. Looking for student employment? Learn more on our Student Employment site. There are many perks to working for the University of Washington. Learn more about the benefits that could be available to you as a UW employee. 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