Although open until filled, priority application date is October 11, 2020.
As a UW employee, you have a unique opportunity to change lives on our campuses, in our state and around the world. UW employees offer their boundless energy, creative problem solving skills and dedication to build stronger minds and a healthier world.
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The International Training and Education Center for Health (I-TECH) is a center in the University of Washington’s Department of Global Health. I-TECH has projects in more than 20 countries, and its worldwide staff work with local ministries of health, universities, non-governmental organizations, medical facilities, and other partners to support efficient, well-ordered health care systems that provide high quality care to all citizens.
I-TECH has an outstanding opportunity for an Executive Assistant.
This position is part of the Executive Team, located at the I-TECH headquarter office in Seattle, WA. The Executive Team provides oversight and authority over the I-TECH center and country offices with primary focus on policies, legal aspects related to working internationally, leadership for program and technical areas, strategic planning, and decisions pertaining to the network.
This position supports the Executive Director and the two Associate Center Directors at the International Training and Education Center on Health (I-TECH) in the UW Department of Global Health. The Executive Assistant to the I-TECH Center provides an invaluable role including traditional Executive Assistant duties such as calendaring and travel-planning duties, as well as key organizational tasks including, but not limited to, maintenance of legal records, review and support of grant applications and reports to donors and other global stakeholders, synthesis of program information, preparation of presentations, and complex planning for visiting international staff and dignitaries. We seek a highly motivated individual who is flexible, extremely organized and possesses a willingness to support tasks with autonomy and creativity, along with a passionate commitment to improving the health of the developing world.
Administration •Provide support for legal matters to include coordination and submission of monthly country office legal logs and obtaining board member signatures and notarizing documents. •Support international travel for Executive Team by arranging making arrangements through a travel agency, obtaining visas, and reconciling expenses. •Maintain headquarters travel files and documented communication, and serve as the point of contact for the travel agency. •Assist with preparations for meetings and presentations to include development of power point slides, editing documents, coordination of schedules, etc. •Provide assistance with facilities related tasks such as submission and tracking of maintenance requests, assisting with coordination of office internal moves, and maintaining office guide. •Assist with grant applications to include tracking and formatting CV’s and biosketches, developing and editing references and other required application documents. •Organize events including quarterly and annual meetings, managing documentation, communication and expenses, as well as logistics such as venues and refreshments. •Ensure required information and resources are available and accessible to the Executive Team in preparation for key meetings and interviews. •Maintain calendar and scheduling for Directors across multiple time zones.
Communication •Create and manage correspondence while exercising a high degree of discretion and confidentiality. •Develop and implement communication strategies supporting the Directors (i.e. “elevator speeches”, presentations). •Compose the initial draft of legal documents demonstrating extreme attention to detail. •Follow-up on meetings, preparing minutes and ensuring actions are completed. •Exercise a high level of integrity and discretion in handling of confidential information. •Serve as a point of contact for general internal questions and issues, applying a customer-service attitude and approach. •Engage country office leadership, University personnel and key stakeholders seeking I-TECH information, personnel or resources.
Other •Performance other duties and tasks as assigned.
REQUIREMENTS: •Bachelor’s Degree in Public Health, International Development, Public Administration or other relevant field with at least two years of administrative support for management staff. •Highly motivated, flexible, extremely organized and possess a willingness to support tasks with autonomy and creativity, along with a passionate commitment to improving the health of the developing world. •Exemplary oral and written communication skills with the ability to initiate and edit written work. •Experience and skill in managing stakeholders in a complex, fast-moving environment. •Excellent time management, organizational and prioritization skills. •Proven project management skills. •Strong judgment, critical thinking and decision-making skills. •Proficiency in the use of Microsoft Office applications; experience performing literature and Internet searches. •Highly developed skills of independent judgment, decision-making and discretion in interpreting the Directors’ management styles, organizational goals and expectations. •Demonstrated ability to facilitate communication between professionals with a variety of cultural backgrounds in a respectful and diplomatic manner and enhance effective partnerships. •Demonstrated ability to work effectively across cultures.
Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration.
DESIRED EXPERIENCE •Knowledge of the global health and international development environments preferred, including experience working with others in a developing world context. •Experience coordinating events and activities involving individuals in several time zones and cultural and linguistic settings. •Commitment to working with diverse colleagues, students, and community members and in engaging in principles of anti-racism, anti-oppression and inclusion. •Prior experience as a Notary.
WORKING ENVIRONMENTAL CONDITIONS This full-time 100 % position is based at the I-TECH offices at the UW in Seattle. The Executive Assistant requires occasional participation in early morning and late evening telephone conference calls in order to accommodate time zone differences between Seattle and its country project sites. I-TECH operates within a grant-funded environment. Due to this, the total amount of this position’s FTE may fluctuate based on program funding and needs.
COMMITMENT TO DIVERSITY The Department of Global Health recognizes that disparities in health around the globe stem from inequity. The Department encourages and supports the multiple identities of staff, faculty and students including, but not limited to, socioeconomic status, race, ethnicity, language, nationality, sex, sexual orientation, gender identity and expression, culture, spiritual practice, geography, mental and physical disability and age. Our definition of diversity is broad, recognizing that there are multiple definitions of diversity. Our Departmental definition includes traditionally underrepresented groups (e.g. based on race, ethnicity, gender, sexual orientation, gender identity, age, disability, class). The Department strives to become a local, national, and international leader in developing and maintaining increased representation and recognition of each of these dimensions of diversity among its faculty, staff, and students.
Application Process: The application process for UW positions 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 Workforce 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 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.
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