Req #: 242991 Department: UW SCHOOL OF MEDICINE -WWAMI Job Location Detail: 3 days/week in Spokane office, potentially 2 hybrid days Posting Date: 01/29/2025 Closing Info: Open Until Filled Salary: $6,145 - $6,330 per month Shift: First Shift Notes: As a UW employee, you will enjoy generous benefits and work/life programs. For a complete description of our benefits for this position, please visit our website, click here. (https://hr.uw.edu/benefits/wp-content/uploads/sites/3/2018/02/benefits-professional-staff-librarians-academic-staff-20230701\_a11y.pdf) 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. **Position Purpose** Reporting to and under the direction of the Associate Dean for Eastern Washington, the Assistant to the Associate Dean (Assistant) provides comprehensive and high-level administrative and programmatic support to the Associate Dean. The Assistant uses independent judgment and decision-making skills in the management of the activities of the deans, and in meeting departmental priorities. The Assistant will work with diverse cultures, backgrounds, and organizational hierarchy, managing the complex schedule and demands of the Associate Dean, and provide excellent customer service and public relations as the liaison and representative for the Associate Dean and University of Washington School of Medicine (UWSoM) - Spokane. This position uses the utmost discretion while responding to a variety of concerns from staff, faculty and students. The Assistant will initiate, develop, and implement special projects for the Associate Dean. **Position Complexities** The Assistant works closely with the School’s administrative and academic leadership. This position requires the ability to concurrently manage multiple projects with high priority and competing needs, as well as analyze and evaluate large amounts of information, utilize sound administrative judgment, and make independent decisions. With the regional orientation of the medical school, the Assistant must be service-oriented and customer focused, able to address questions, problems, or concerns from faculty, staff and students across the WWAMI (Washington, Wyoming, Alaska, Montana, and Idaho) region in a prompt and professional manner. The role requires a high degree of precise, sensitive, and tactful communication and interpersonal skills, including the appropriate handling of timely and confidential information in a professional manner. The need to be flexible and open-minded is essential for responding to urgent/emergent and subacute concerns and adjusting to frequently changing deadlines and priorities. **Impact to the University** The Assistant has frequent contact with the school’s academic and administrative leadership and the medical students. The position is integral in assuring that the UWSoM-Spokane office delivers high quality customer service to students, faculty, clinical departments, regional WWAMI offices, all University offices, and outside institutions and organizations that use the department’s services. It requires a proven ability to handle senior level confidential information with high level of tact, discretion and diplomacy, and work independently under the pressure with frequent, competing deadlines and changing priorities. The Assistant must be service-oriented and customer-focused with a focus on equity, inclusivity, and a high degree of confidentiality. **DUTIES AND RESPONSIBILITIES** **Administrative Support to the Associate Dean for Eastern Washington (25%)** • Provide executive-level administrative support to the Associate Dean while maintaining a high level of professionalism, discretion, customer service, and responsiveness in dealings with deans, faculty, staff, students, and the general public. • Manage communications for the Associate Dean, including screening and triaging correspondence (mail, email, phone) and applying independent judgement in directly responding to questions/requests or escalating to the associate dean or other team members as appropriate. Draft, proof, and finalize letters and other formal correspondence for the associate dean’s signatures. • Manage the confidential calendars and coordinate the day-to-day activities of the associate dean to ensure effective schedule management. Initiate and arrange special conferences, meetings, events, travel, and reimbursements. Ensure the Associate Dean is fully briefed on agenda items and have received all required materials. Research and prepare all necessary briefing documents anticipating the Associate Dean’s needs. • Provide a single source of contact and be a local resource for the regional and Seattle-based Marketing and Communications Team; participate in regularly scheduled MarComm meetings and support local events (planning, execution including setup and teardown when necessary). Note that some events occur outside of regularly scheduled workday. **Special Projects and Committee Support for the Associate Dean (25%)** • Directly support UWSoM - Spokane and other institutional leadership with the medical school accreditation process, draft responses to the annual LCME questionnaires, and maintain and prepare School of Medicine (SoM) accreditation materials. • Provide high-level administrative and organizational support for the various committees overseen or chaired by the associate dean (e.g. EQISP Committee). These duties may include taking minutes, documenting decision-making, tracking next steps, developing and disseminating materials, communicating outcomes to stakeholders, and directly coordinating meeting logistics. • Implement internal management systems and/or tools for tracking various initiatives, projects, and other special assignments across UWSoM - Spokane. Proactively provide regular status reports to the Associate Dean on projects and issues, highlighting key priorities, identifying possible challenges, and making recommendations or presenting solutions. • Support the development and execution of UWSoM - Spokane program activities. Research, design, and propose developments and new initiatives, with a focus on strategic and operational curriculum delivery as well as extracurricular activities that benefit students and faculty. Evaluate efficiency and efficacy of UWSoM - Spokane operations and recommend areas for enhancement. • Liaison to UWSoM’s extracurricular pathways programs. Pathways include but are not limited to the Leadership Pathway in Spokane and the following additional pathways; Underserved, LGBTQ+, Humanities and Native American Pathways. Duties include working with Pathway directors, tracking student involvement and reporting activity for inclusion at graduation and in student’s Medical Student Performance Evaluation letters. • Be familiar with SoM policies and procedures in order to advise faculty, staff, and students while exercising discretion and maintaining confidentiality of program, medical, financial, student, and other sensitive information. • Manage special projects and working groups as delegated by the Associate Dean, Assistant Deans, and Director. Projects involve investigation, analysis, and synthesis of internal and external policy, operational processes, accrediting/regulatory requirements, etc. **Programmatic and Operational Support to Spokane WWAMI (50%)** • In this support role, the Assistant to the Dean will have a dotted line reporting structure to the Director of Operations for UWSoM - Spokane. • Support other staff in duties benefiting faculty and students. This may include working with other UWSoM - Spokane in test proctoring, troubleshooting classroom IT issues, supporting faculty and their staff. • Provide operational support to UWSoM - Spokane. Schedule meetings and coordinate conference and WWAMI travel arrangements; secure meeting rooms, audiovisual/teleconference equipment, and catering; circulate materials; and manage facilities requests. • Assist in the management of annual operating budget. Initiate, approve, allocate and monitor budgets for spending, purchase order requests, expense reports, procard purchases, purchase order requests, supply order requests, and other purchasing and reimbursement requests. o Provide support for faculty travel – planning, reservations, flights, accommodations and reimbursement. o Provide centralized office supply purchasing for UWSoM - Spokane operations. • Coordinate staff and faculty development retreats, including identifying training topics, arranging meeting logistics, establishing agendas, and securing presenters. • Develop written communication material, including annual reports, departmental websites, and program promotional materials. Edit and draft changes, organize final draft, oversee production and distribution of written materials and reports. • Identify and implement operational areas of improvement for UWSM - Spokane. • Support the onboarding and separation of direct reports to the Associate Dean. Prepare workspaces and source supplies for new employees. Assist with office space management and planning. • Perform other duties as assigned. **MINIMUM REQUIREMENTS** • Bachelor's Degree in communications, education, liberal arts, or related field. • Three or more years of professional experience in an administrative support position. **Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration.** **ADDITIONAL REQUIREMENTS** • Strong organization skills and detail oriented. • Strong analytical and problem-solving skills. • Excellent oral and written communication skills, including editing and proof-reading skills. • Ability to work independently with a high degree of reliability, accuracy, and productivity. • Ability to research topics/issues quickly and efficiently given limited guidance and direction. • Ability to handle senior executive-level confidential information with a high level of tact, discretion, and diplomacy. • Ability to work, coordinate, and communicate with different audiences. Ability to maintain professional relationships in addressing complex and sensitive administrative issues. • Ability to work collaboratively and effectively as part of a team, fostering a positive and supportive work environment. • Ability to work across multiple levels of an organization to achieve results. • Ability to interpret and communicate to others complex policies and procedures. • Advanced skills with Microsoft Office Suite (i.e. Outlook, Word, Excel, PowerPoint, Access). **DESIRED QUALIFICATIONS** • University of Washington or School of Medicine experience. • Experience supporting leadership positions. • Experience in the methods and systems of continuous quality improvement. **WORKING CONDITIONS** • Full time schedules are assumed to be at least 40 hours; however, employees are expected to work to complete job responsibilities. This position may require the employee to work beyond a normal work week and intermittently requires evening and weekend time to meet project deadlines and attend meetings and events. • This role is currently a hybrid position, requiring work in the office at least 3 days per week. **Application Process:** The application process 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 log into your “My Jobs” page. If you choose 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. University of Washington is an affirmative action and equal opportunity employer. All qualified applicants will receive consideration for employment without regard to, among other things, race, religion, color, national origin, sexual orientation, gender identity, sex, age, protected veteran or disabled status, or genetic information.