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.
UW faculty and staff also enjoy outstanding benefits, professional growth opportunities and unique resources in an environment noted for diversity, intellectual excitement, artistic pursuits and natural beauty.
UW Medicine Advancement has an excellent opportunity for an Executive Assistant (payroll title: Assistant To The Vice President).
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.
The Executive Assistant 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), 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.
Administrative Duties and Correspondence:
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, and AVP-Campaign. •Prepare petty cash reimbursements, mileage claims and travel expense reimbursements for CAO, AVP, and AVP-Campaign. •When requested, provide administrative support to other 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. •Assist with correspondence, PowerPoint and Excel materials to support presentations, reports and proposals for internal and external audiences. •Provide copyediting for all written materials. •Screen telephone calls and incoming requests for the CAO, AVP, 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, AVP-Campaign.
Team Meetings Coordination and Special Projects: •Attend and coordinate CAO’s leadership meetings (Cabinet) oSchedule, manage agenda, take notes, follow up on Action items. oAct as administrative liaison. •Manage Team Medicine (all-staff) meetings and FLF meetings (all fundraising staff) oTake the lead on the planning committees, driving the agenda, and soliciting and organizing presenters. oManage calendar invitations and A/V for these meetings. •Act as lead planner for all-staff events such as retreats and recognition events oGather and lead planning committee, manage agenda. oContact speakers, coordinate with vendors. oCoordinate venue, food, A/V, set-up, clean-up (events staff may provide advice/assistance). •Compile and record monthly and yearly reports for AVP-Campaign , assist with special projects as needed. •Provide administrative support for high-level fundraising volunteer committees oProvide information on advancement policies and philanthropy issues for internal and external audiences.
Calendar Management: •Calendar management for CAO, AVP, AsstVP oSchedule meetings, appointments, conferences, interviews and informal get-togethers with staff. Secure briefings and materials for these engagements. oSchedule 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. oMaintain list of assistants for executives, faculty, UW colleagues and donors as contacts. oReceive and screen meeting invitations.
MINIMUM REQUIREMENTS •Bachelor of Arts degree and five or more years of experience providing direct support of an executive, senior administrator, or lead faculty member.
Additional requirements: •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.
Equivalent education and/or experience may substitute for minimum requirements.
DESIRED REQUIREMENTS •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.
Attitudes, Behaviors and Skills We Value •Placing team goals before individual goals •Assuming the best of intentions from faculty and colleagues •Embracing a spirit of continuous improvement oFocus on the highest priorities and manage time accordingly oManage and improve programs independently and build ownership over time oAnticipate needed next steps; think through problems oApproach work strategically, keeping the big picture in mind oAddress problems proactively and present potential solutions for resolution •Learning from each other oDemonstrate the desire to learn new things while also meeting current position responsibilities oTake the time to build fluency in ALL fundraising operations oBe a proactive problem-solver; show resourcefulness in anticipating and addressing issues and concerns •Demonstrating professionalism oTransparency: Be honest and straightforward with colleagues and donors oAttitude: Work with a positive and collaborative approach oHumility: Share credit generously; take ownership of challenges (“be generous with credit and selfish with blame”) oDedication: Consistently follow through; keep your word •Maintaining high emotional intelligence oBuild, maintain and recover relationships with internal and external constituents oPartner and communicate well with supervisor and peers oHone self-awareness, including the ability to admit mistakes and knowing when to correct course
CONDITIONS OF EMPLOYMENT •During state and UW restrictions surrounding COVID-19, this position will be required to work remotely and attend meetings virtually and on the phone. •Cubicle/Open workspace environment which may result in additional or higher levels of noise and visual distractions.
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 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 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.
Founded in 1861, the University of Washington is one of the oldest public institutions in the west coast and one of the preeminent research universities in the world. The University of Washington is a multi-campus university comprised of three different campuses: Seattle, Tacoma, and Bothell. The Seattle campus is made up of sixteen schools and colleges that serve students ranging from an undergraduate level to a doctoral level. The university is home to world-class libraries, arts, music, drama, and sports, as well as the highest quality medical care in Washington State and a world-class academic medical center. The teaching and research of the University’s many professional schools provide undergraduate and graduate students the education necessary toward achieving an excellence that will serve the state, the region, and the nation. As part of a large and diverse community, the University of Washington serves more students than any other institution in the Northwest.