Executive Assistant To The Dean

Job Description

EXECUTIVE ASSISTANT TO THE DEAN

Req #: 244334 Department: SCHOOL OF DENTISTRY Job Location: Seattle Campus Job Location Detail: No telework Posting Date: 03/24/2025 Closing Info: Closes On 03/31/2025 Salary: $8,142 - $9,500 per month Other Compensation: Limited Recruitment: Open to Department employees only
If you are a UW employee and would like to be considered for this position, please login to your UW employee profile to apply. 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.
The School of Dentistry has an outstanding opportunity for an Executive Assistant to the Dean to join their team.
POSITION PURPOSE
The School of Dentistry at the University of Washington is ranked as one of the top ten dental schools in the world. The Office of the Dean provides central support for the Dean of Dentistry in leading the educational and administrative services producing highly trained dentists who are committed to serving all communities across our region, including those historically underserved and underrepresented. By fostering respect for all community members through education, training, and leading by example, the School has created team-oriented services that exemplify our values of excellence, collaboration, service, respect, innovation, and integrity.
The Executive Assistant to the Dean reports to the Dean of the School of Dentistry, serves as principal executive assistant to the Dean, manages the front office staff, and provides overall management of the Office of the Dean support functions. The position regularly exercises independent judgment and discretion in work related to accreditation, management policies and the School's business operations. The position has delegated authority to manage administrative functions that affect operations in the Office of the Dean and the School. The Executive Assistant will make complex, independent decisions and ensure administrative support for the Dean’s priorities, School-wide committees and Faculty Council. The position serves as a key coordinator of information, particularly between the Dean, Associate Deans, Department Chairs, and the Faculty Council -frequently informing faculty, staff, students and stakeholders of the Dean's current views and priorities. To perform this job successfully, the individual must have excellent communication skills and the ability to exercise professionalism and discretion with a broad range of individuals including students, residents, senior leadership, UW schools and administration, legislators, donors and community stakeholders. In addition, the individual must be technologically proficient with Microsoft Office, Adobe Acrobat suite products and online platforms such as Workday and other cloud databases. Proficiency in UW-approved AI applications is highly desirable.
DUTIES AND RESPONSIBILITIES
Executive Assistance (30%)
• Supervise the scheduling and prioritization of the Dean's calendar, to include a wide variety of meetings and large events.
• Discuss issues, projects, and deadlines with the Dean, Associate/Assistant Deans, Department Chairs, Directors, and others in determining and setting priorities for the Dean's schedule. Serve as liaison between the Dean and other senior University officials (President's Office, Provost's Office, Executive Office, Board of Regents, etc.), as well as other universities and external organizations.
• Participate as a member of the Dean's executive staff and schedule, coordinate and support campus-wide committee meetings for which the Dean is Chair. Work closely with the Assistant and Associate Deans in dealing with special events, projects, personnel matters, and sensitive issues.
• Supervise the processing of annual membership renewals for professional organizations, conference registration and travel arrangements for professional meetings on behalf of the Dean.
• Manage staff who arrange and process the Dean's frequent and often complex travel schedule, which includes both national and international itineraries. Process travel expense reimbursements or supervise their completion. Assist the Dean's colleagues and collaborators in making travel arrangements for visits to the University of Washington.
• Manage the process for faculty requests for approval of Outside Work for Professional Compensation Assist the Dean in meeting and conference preparation by researching, developing, and producing print, electronic, and other materials for presentations.
• Revise the Dean's Curriculum Vitae and CODA biosketch at least once per month and distribute to other staff who maintain other informational documents regarding the Dean's research activities.
• Compose complex correspondence, memos, and email announcements for the Dean to state and federal legislators, other UW Deans, the Provost's Office, and UW vice presidents/vice provosts. Proofread and edit various documents and manuscripts.
• Review and prioritize Dean's mail, telephone calls, and other communications and prepare responses as required. Monitor timeliness and appropriateness of correspondence/memos when others are designated to draft responses.
• Other duties as assigned.
Administrative Activities (55%)
• Provide administrative support to the Dean for monthly Executive Leadership Team, Leadership Council, and Department Chair Meetings, to include developing agendas, taking notes, writing minutes and circulating minutes and other materials for review in a timely manner.
• Ensure that the Dean’s Office is staffed and open Monday through Friday, 8 am – 5 pm, except on University holidays.
• Responsible for ensuring that administrative support is provided for Faculty Council, including coordinating annual standing and administrative committee appointments, all faculty meetings and annual faculty retreat.
• Ensure administrative support is available for the Equity, Diversity, Inclusion, and Belonging Committee and the Faculty Professionalism Development Committee, including working with each committee's chair to coordinate agendas, develop materials, compose, and distribute meeting notes, provide, or coordinate follow-up.
• Monitor issues coming under consideration before the Washington State Dental Quality Assurance Commission (DQAC)that may impact the School of Dentistry. Inform appropriate School of Dentistry leadership to ensure that these issues are addressed.
• Support the School's ongoing compliance with Commission on Dental Accreditation (CODA) standards. Coordinate communications between the Office of the Dean, Office of the President, Office of the Provost, and accreditation bodies. Ensure timely submission of required surveys and reports, including reports of curricular and leadership changes, to CODA. Under the direction of the Dean, the Associate Dean for Academic Affairs, and chairs of accreditation self-study committees, lead the administrative support for both the CODA accreditation planning and implementation site visits.
• Support efforts towards strategic planning implementation process, primarily through providing administrative and strategic support to the Executive Leadership Team.
• Manage the administrative reviews for Associate/Assistant Dean/ Department Chair 5-year review committees, including developing and organizing procedures composing correspondence; coordinating and maintaining meeting schedules; organizing meetings; planning interview and site visit schedules.
• Manage the confidential recruitment process for Department Chairs and Associate/Assistant Deans to include committee support and, working directly and independently with candidates on travel arrangements and itineraries, interview schedules, and on-site logistics.
• Support schoolwide special events and projects, working closely with others on planning and implementing these events as needed.
Supervisory Responsibilities (15%)
• Supervise Administrative Assistant 3 (1 FTE) whose responsibilities include supporting the Dean in calendaring, travel arrangements, administrative committee support, invited guest speakers, front desk reception, room scheduling, directory information, scheduling meetings for Assistant and Associate Deans catering, event coordination, mail distribution, typing and editing correspondence and special projects as assigned.
• Supervise hourly work-study Student Assistant position supporting the Dean's office team
• As a supervisor, lead all aspects of employee recruitment, appointment, training and as needed remediation and corrective action. Manage office support, including implementation of professional administrative procedures and support standards. Develop new practices and procedures and recommend new policies as needed. Evaluate existing practices and resolve reoccurring problems as they arise.
MINIMUM REQUIREMENTS
• Bachelor’s degree in Business, Communications, Public Administration, Arts and Sciences or other relevant fields
• Two years administrative experience at the executive support level including personnel supervision and administration, scheduling, travel, and event management, and report writing.
Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration.
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 .

Open to Department employees only If you are a UW employee and would like to be considered for this position, please login to your UW employee profile to apply.