Job Description

UW Medicine Advancement has an excellent opportunity for an Executive Assistant.

Nearly 28,000 caring professionals come together each day at UW Medicine with a singular mission: to improve the health of the public. UW Medicine encompasses a top-rated medical school, an internationally recognized research center and a renowned health system that includes Harborview Medical Center, UW Medical Center – Montlake, UW Medical Center – Northwest, Valley Medical Center, UW Neighborhood Clinics, UW Physicians, UW School of Medicine and Airlift Northwest. In the 2021 fiscal year, UW Medicine Advancement raised $377 million in gifts and private grants (52 percent of the University of Washington’s total) from over 18,000 donors to support the mission of UW Medicine. The University of Washington completed a 10-year, multi-billion-dollar campaign in 2020, during which UW Medicine raised over $2.5 billion.

UW Medicine Advancement has an excellent opportunity for an Executive Assistant that provides direct and far-reaching support as a trusted partner to three leaders at UW Medicine Advancement:

• The Chief Advancement Officer and Vice President for Medical Affairs (CAO),
• The Associate Vice President for Development (AVP-Development), and
• The Associate Vice President for Campaign (AVP-Campaign)

The Executive Assistant 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, organizing large team meetings, special project coordination, and managing other administrative functions.

The Executive Assistant must have the ability to work in a fast-paced environment with many complexities and ambiguity. The Executive Assistant manages relationships with internal and external stakeholders including other unit leadership, UW Administrators, UW Medicine faculty, donors, and other campus partners.

This position has a primary worksite of UW Medicine’s South Lake Union campus in Seattle. A hybrid work arrangement may be available. Hybrid work means that remote work may be possible for a day or more per week, depending on business need, on an ongoing basis.

RESPONSIBILITIES

Administrative Duties and Correspondence – 50%

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 Dean of the School of Medicine’s Office, departments within the School of Medicine, faculty and staff at affiliated hospitals including UWMC, Harborview Medical Center, Northwest Hospital and Valley Medical Center, University Advancement, high-level volunteer groups, major donors, and other external audiences.
• 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 is covered and responses to callers are timely and appropriate.
• Handle travel arrangements for CAO, AVP-Development, and AVP-Campaign.
• Prepare petty cash reimbursements, mileage claims and travel expense reimbursements for CAO, AVP-Development, and AVP-Campaign.
• When requested, provide administrative support to the Assistant Vice Presidents in the absence of their administrative specialists.
• When requested, work with the Director of Finance and Administration regarding confidential personnel, payroll and budget issues, including recruitment, leave requests, temporary and permanent salary increases and funding requests.
• Screen telephone calls and incoming requests for the CAO, AVP-Development, AVP-Campaign
  • 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 CAO, AVP-Development, AVP-Campaign.
• Assist with correspondence, PowerPoint and Excel materials to support presentations, reports and proposals for internal and external audiences
  • Provide copyediting for all written materials.

Team Meetings Coordination and Special Projects – 25%

• Attend and coordinate CAO’s leadership meetings (Cabinet)
  • Schedule, manage agenda, take notes, follow up on Action items.
  • Act as administrative liaison.
• Manage Team Medicine (all-staff) meetings and FLF meetings (all fundraising staff)
  • Take the lead on the planning committees, driving the agenda, and soliciting and organizing presenters.
  • Manage calendar invitations and A/V for these meetings.
• Act as lead planner for all-staff events such as retreats and recognition events
  • Gather and lead planning committee, manage agenda.
  • Contact speakers, coordinate with vendors.
  • Coordinate venue, food, A/V, set-up, clean-up (events staff may provide advice/assistance).
• Compile and record monthly and yearly reports and 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.

Calendar Management – 25%

• Calendar management for CAO, AVP-Development, AVP-Campaign
  • Schedule meetings, appointments, conferences, interviews and informal get-togethers 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.

QUALIFICATIONS

• Bachelor of Arts degree and five or more years of progressively responsible experience in an administrative office environment.
• Five or more years of experience providing direct support of an executive, senior administrator, or lead faculty member.
• Demonstrated strong computer skills, including strong proficiency with Microsoft Outlook, Word, Excel, and PowerPoint 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.
• 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 project management with creativity, organizational ability, empathy and strong attention to detail.  Ability to manage emerging priorities and varying project timelines.
• 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.
• Values the UW’s commitment to inclusiveness. Demonstrates respect and commitment to diversity.
• 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 time keeping systems and policies. Experience working with complex CRMs.

How to Apply

Job Categories: Equal Opportunities. Job Types: Full-Time. Salaries: 80,000 - 100,000.

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