Executive Assistant To The Executive Vice Dean/Senior Vice President For Medical Affairs

Job Description

EXECUTIVE ASSISTANT TO THE EXECUTIVE VICE DEAN/SENIOR VICE PRESIDENT FOR MEDICAL AFFAIRS

Req #: 240888 Department: UW MEDICINE AND SCHOOL OF MEDICINE Job Location: Seattle Campus Posting Date: 11/08/2024 Closing Info: Open Until Filled Salary: $8,700 - $9,757 per month Other Compensation: Shift: First Shift Benefits: 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. 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 and School of Medicine have an outstanding opportunity for an Executive Assistant to the Executive Vice Dean/Senior Vice President for Medical Affairs to join their team.
Under the general guidance of the Executive Vice Dean/Senior Vice President for Medical Affairs (EVD/SVPMA) in the CEO/Dean of Medicine’s office, the Executive Assistant to the EVD/SVPMA is primarily responsible for oversight and management of the office of the EVD/SVPMA and for acting as the principal liaison to the EVD/SVPMA in support of UW Medicine/School of Medicine’s mission.
The Executive Assistant to the EVD/SVPMA will communicate frequently with key UW Medicine/School of Medicine leaders including the CEO, UW Medicine, Executive Vice President for Medical Affairs and Dean of the School of Medicine, University of Washington (CEO/EVPMA/Dean) and other executive leaders.
The Executive Assistant to the EVD/SVPMA will support the relationship between UW Medicine’s clinical programs and its biomedical research activities and education and training programs.
This position requires a detailed knowledge and understanding of UW and UW Medicine operations and finances and requires exercising independent judgment and discretion in work directly related to the EVD/SVPMA office, including delegated authority to make commitments that affect UW Medicine units and SoM operations.
DUTIES AND RESPONSIBILITIES
Support to EVD/SVPMA and Senior Leaders (70%):
The Executive Assistant to the EVD/SVPMA will support the execution of the UW Medicine/School of Medicine strategic planning and implementation across the clinical, teaching, training, and research environments. This will involve working closely with the EVD/SVPMA and others, including the EVD/SVPMA’s direct reports and the President UW Medicine Hospitals and Clinics, Senior Vice President. Major responsibilities will require the following:

Partner with the EVD/SVPMA for the executive management and operation of School of Medicine’s strategic plan, policies and procedures, management reporting, affiliations and alliances, and regulatory and medical affairs policies and coordination of initiatives.

Independently research and draft agendas, progress reports, correspondence, communication materials, and reports for the EVD/SVPMA. This includes but is not limited to drafting and editing communication documents, correspondence with Vice Deans, School of Medicine (SoM) leadership and faculty, and with WWAMI leadership in the SoM five state WWAMI region, executive leaders of UW Medicine and its affiliates, correspondence with major donors, and other ad hoc requests.

Manage the EVD/SVPMA’s complex and issue-sensitive calendar. Ensuring the calendar is accurate and allowing for workload.

Ensure EVD/SVPMA is fully briefed on agenda items and has received all required materials.

Serve as a resource for the EVD/SVPMA’s direct reports.

Prepare and edit materials for the EVD/SVPMA. Materials include annual reports; annual presentations; committee charge letters, School of Medicine-wide communications from the EVD/SVPMA. These materials will impact both internal and external audiences and will impact community understanding and perception of UW Medicine/School of Medicine.

Staff search committees and other ad hoc administrative committees, coordinating vendor selection and presentation to the committees, tracking committee progress; providing organized project management for said committees, including being the staff liaison for an external chair or co-chair.

Prepare speeches, slides, reports, white papers, and other materials for internal and external audiences concerning UW Medicine/School of Medicine and its diverse activities and roles, including activities related to teaching, research and patient care for the EVD/SVPMA.

Independently research and draft correspondence for the EVD/SVPMA department chairs, UW Medicine/School of Medicine leadership and UW central leadership on key operational, strategic and financial matters impacting UW Medicine/School of Medicine.

Monitor and assess internal communications between EVD/SVPMA, and their direct reports, and internal and external groups and performing quality reviews for accuracy and consistency.

Coordinate and manage travel arrangements for EVD/SVPMA ensuring compliance with University of Washington rules and regulations.

The Executive Assistant to the EVD/SVPMA will have frequent written and oral interactions with the senior executives and professional staff within UW Medicine, UW School of Medicine, the UW, and affiliated organizations regarding the EVD/SVPMA perspective, work and priorities and those of other leaders in the office of the EVD/SVPMA.

The Executive Assistant to the EVD/SVPMA will need to represent the EVD/SVPMA, effectively in all communication and correspondence.

Serve as a resource to the senior and executive leadership of UW School of Medicine regarding status, direction and/or recommendations from EVD/SVPMA.

Participate in meetings of workgroups developing manuals, reference websites; independently research assigned policy areas for presentation and discussion. Manage materials for recurring meetings, including setting agendas.

Investigate and resolve matters of significance on behalf of management. This encompasses work with the EVD/SVPMA’s direct reports.

Establish communication standards for EVD/SVPMA’s team and maintain administrative policies and procedures. Reviewing and editing material produced by the EVD/SVPMA team for consistent professional look and voice.

Continuously exercise independent judgment and decision-making skills to assure adherence to federal and state regulations and other regulations as appropriate.

Work on other special projects as assigned by the EVD/SVPMA in areas such as developing and implementing policies and procedures; managing historical documentation of major projects; coordinating process improvement initiatives.
Office Management and Coordination (20%):
The Executive Assistant to the EVD/SVPMA is primarily responsible for the operational management and oversight of the EVD/SVPMA office and direct reports, including their administrative support. Additionally, the Executive Assistant to the EVD/SVPMA will work closely with the Executive Assistant to the CEO UW Medicine/Dean of the School of Medicine and the Executive Assistant to the President of Hospitals & Clinics.
The Senior Executive Assistant to the EVD/SVPMA will manage the office with the following responsibilities:

Collaborate and coordinate around responsibilities of administrative staff in the EVD/SVPMA office.

Work in close collaboration with the Executive Assistant to the CEO UW Medicine/Dean of the School of Medicine for meeting scheduling and preparation.

Complete all related personnel functions for the EVD/SVPMA’s office in accordance with all UW Medicine practices, policies, and key issues impacting the UW SoM staff personnel administration.

Coordinate and manage the support for the EVD/SVPMA’s office including all staff vacation schedules and time and leave reporting approval.
Budgetary Responsibility (10%):
Overall budget responsibility for the EVD/SVPMA office, includes responsibility to:

Liaise with the EVD/SVPMA’s direct reports to present a comprehensive view of the EVD/SVPMA’s budget including budget forecast and budget management processes.

Approve budget expenditures and reconcile the budget utilizing Workday.

Monthly monitoring of EVD/SVPMA budget and completing budget forecasts multiple times per year.

Exercise independent judgment and decision-making skills to resolve financial and budget concerns for the EVD/SVPMA when monitoring budget activity.

Develop and maintain databases and tracking systems for budget record keeping that comply with federal, state and University regulations.

Address other financial matters including but not limited to facilities work, including suite relocations and improvements.

Provide general support for all budgets reviewed by the EVD/SVPMA.
MINIMUM REQUIREMENTS

Bachelor’s degree

Minimum of five years of executive level administrative support.
Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration.
ADDITIONAL REQUIREMENTS

Working knowledge of administrative support services, human resources, and financial oversight.

High level of tact, discretion, and diplomacy.

Ability to handle senior level confidential information.

Demonstrated ability to prioritize multiple projects and tasks.

Excellent oral and written communication skills including demonstrated competency in preparation of correspondence, written reports, and minute taking.

Excellent grammar and proofreading skills.

Administrative experience in a higher education academic/medical setting.

Experience using Microsoft Office (including PowerPoint, Word, Excel, Access, Visio).

Able to work under pressure of frequent deadlines and changing priorities in a high-volume academic setting.
DESIRED QUALIFICATIONS

Experience in an academic medical center or public university setting.

Substantial direct experience with the management of complex executive work in a major research-oriented university or academic medical center or medical school or teaching hospital.
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 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 access 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.

Committed to attracting and retaining a diverse staff, the University of Washington will honor your experiences, perspectives and unique identity. Together, our community strives to create and maintain working and learning environments that are inclusive, equitable and welcoming.

The University of Washington is an affirmative action and equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, gender expression, national origin, age, protected veteran or disabled status, or genetic information.

To request disability accommodation in the application process, contact the Disability Services Office at 206-543-6450 or [email protected] .

Applicants considered for this position will be required to disclose if they are the subject of any substantiated findings or current investigations related to sexual misconduct at their current employment and past employment. Disclosure is required under Washington state law .

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