University of Washington · 4 days ago
SoM Administrative Specialist
Seattle Campus
Full-time
Hybrid
Mid Level
$75K/yr - $95K/yr
3+ years expThe University of Washington (UW) is one of the nation’s premier research and educational institutions. They are seeking a full-time SoM Administrative Specialist to provide executive support to the School of Medicine leadership, managing multiple priorities and ensuring operational efficiency.
EducationHigher EducationUniversities
Responsibilities
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
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 Dean’s 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 Dean’s 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 Dean’s 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
Qualification
Required
Bachelor's degree in administration, business, communications, or a related field
3 years of progressively responsible experience in administrative support
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
Preferred
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
Benefits
For information about benefits for this position, visit https://www.washington.edu/jobs/benefits-for-uw-staff/
Company
University of Washington
University of Washington is an educational institution that provides undergraduate, graduate, and research programs.
10001+ employees
Funding
Current Stage
Late StageTotal Funding
$205.35MKey Investors
Avista foundationNational Institute of Allergy and Infectious DiseasesAdvanced Research Projects Agency for Health
2025-04-21Grant· $0.01M
2024-09-13Grant
2024-08-13Grant· $21.1M
Leadership Team
Andrew S Allen
Adjunct Professor
Arthur Denny
Founder
Recent News
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