Administrative Assistant 3

Job Description

ADMINISTRATIVE ASSISTANT 3

Req #: 244723 Department: Appointing Department Web Address: https://medgen.uw.edu/ Job Location: Health Sciences Center, Seattle Campus Job Location Detail: This position is eligible for one day of remote work each week and the other four days will be on the Seattle Campus in the Health Sciences Building. Posting Date: 03/26/2025 Closing Info: Closes On 04/09/2025 Salary: $3,664 - $4,882 per month Other Compensation: Union Position: Yes 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 Division of Medical Genetics has an outstanding opportunity for an Administrative Assistant 3 to join their team.
POSITION PURPOSE
The Administrative Assistant 3 provides professional executive assistance and program support to the Division Head, Division Administrator, and faculty in the Division of Medical Genetics.
This position ensures that the Division Head's priorities and obligations are met by developing and maintaining complex calendars and schedules, meetings and travel arrangements, maintaining the division head’s documentation, and drafting letters of support. This requires a strong ability to understand the strategic priorities of the Division Head and their work and make independent decisions that have a significant impact on the operational effectiveness of the entire division. The Administrative Assistant 3 provides a broad scope of administrative responsibilities requiring complex analysis of data and the ability to work in a fast paced and changing work environment. Strong multi-tasking and the ability to work independently as well as within a team setting is critical, as is the ability to exercise independent judgment and maintain strict confidentiality.
The Administrative Assistant 3 ensures the highest level of customer service to faculty, staff and students. This individual will serve as the principal assistant to the Division Head; the individual must be approachable, trustworthy, and eager to help and able to establish effective interpersonal relationships with faculty, staff and students. The Administrative Assistant 3 must maintain harmonious working relationships and effectively address complex and sensitive issues. Further, this individual must be able to work independently, take initiative, prioritize matters of importance and accurately and effectively accomplish a broad spectrum and volume of work as dictated by the various deadlines both internal and external.
DUTIES AND RESPONSIBILITIES
Administrative Support to the Division Head (55%)
• Maintains the Division Head’s complex calendars and schedules, including scheduling meetings with other Division Heads, Department Chairs, and other leaders in School of Medicine, as well as scheduling meetings with external leaders from outside organizations like NIH.
• Secure and verify reservations, tickets, hotel accommodations, and registration for the Division Head’s national and international society meetings and conferences.
• Process travel reimbursements for the Division Head in the procurement system.
• Serve as liaison between Division Head and other staff members, departments, organizations, patients, vendors, and/or executive management transmitting assignments and requesting status information.
• Maintain and update the Division Head’s extensive Curriculum Vitae (CV). Augmented C.V. NIH biosketch and Other Support documents.
• Edit the Division Head’s scientific papers and grants for grammar and spelling and format references using a reference manager.
• As a delegated authority, compose, sign, and release correspondence on behalf of department or unit management. Transcribe and prepare confidential correspondence and obtain data needed for reports. Maintain confidential correspondence and files.
Special Projects, Event Support, & Other Duties (45%)
• In collaboration with the Division Administrator, guide the Division Head with the annual administrative tasks related to the review and evaluation of faculty, including annual review meetings with appropriate faculty members.
• In conjunction with the Division Administrator and Division Head, manage Division Faculty Meetings and Retreats including coordination, agenda preparation, notes and follow-up reminders.
• Coordinate and schedule the quarterly faculty meetings.
• Under the direction of the Division Administrator, manage annual faculty processes including collection of updated CVs, required paperwork, etc.
• Attend meetings and/or conferences as the administrator’s representative; provide information and report conclusions to administrative head’s unit.
• General administrative support to the Division Administrator (i.e. meeting scheduling).
• Provide backup for Administrative Assistant 2 as needed.
• In conjunction with the Division Administrator work on any special initiatives and/or projects for the Division, take lead in certain parts.
• Provide support for the weekly Medical Genetics seminar as well as named lectures and division events throughout the year.
• Other duties as assigned.
MINIMUM REQUIREMENTS
• Requires High School/ GED AND three years of office or administrative support experience OR an equivalent combination of education and/or experience.
DESIRED QUALIFICATIONS
• Excellent written, oral, and interpersonal communications skills.
• Demonstrated ability to organize and manage multiple projects, coordination and organizational skills (including being detail oriented, having resourcefulness in problem solving, ability follow-through with delegated tasks.
• Ability to serve a diverse clientele in a fast-paced environment.
• Expertise in Microsoft Office and Adobe Acrobat.
CONDITIONS OF EMPLOYMENT
This position is eligible for one day of remote work each week and the other four days will be on the Seattle Campus in the Health Sciences Building.
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