Office of Faculty Affairs Administrative Specialist, Assistant to the Vice Dean
Seattle, Washington, United States · Hybrid
$75k–$84k/yr
Mid level$20M raised
Job Description The UW School of Medicine Office of Faculty Affairs has an outstanding opportunity for an Administrative Specialist, Assistant to the Vice Dean to join their team. About this Opportunity Reporting to the …
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Mid level
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$75k–$84k/yr
Full-time
bachelor degree
Posted 18d ago
~40 hrs/week
Responsibilities
Provides high-level administrative and operational support to the Vice Dean for Faculty Affairs, including complex calendar management and committee coordination. Acts as a liaison between faculty leaders and administrators while managing internal communications and project tracking.
Requirements
Requires a bachelor's degree in communications, business administration, or a related field and at least two years of professional high-level administrative experience. Proficiency in Microsoft 365 and experience with data or survey platforms is required.
Full job description
Job Description
The UW School of Medicine Office of Faculty Affairs has an outstanding opportunity for an Administrative Specialist, Assistant to the Vice Dean to join their team.
About this Opportunity
Reporting to the Vice Dean for Faculty Affairs, with day-to-day management from the Office of Faculty Affairs (OFA) Program Manager, the OFA Administrative Specialist, Assistant to the Vice Dean provides high-level administrative and operational support that helps OFA deliver on its mission to support and empower School of Medicine faculty to learn, grow, and thrive. This highly visible role keeps complex schedules, communications, programs, and strategic projects moving forward while partnering with deans, department chairs, faculty, administrators, medical center executives, and colleagues across UW Medicine. The successful candidate will bring sound judgment, diplomacy, discretion, and a service-oriented approach to a fast-paced academic medical environment.
OFA offers faculty a wide range of leadership development, well-being, career design, teaching, and academic medicine programs.
Key Responsibilities
Scheduling & Administrative Support - 70%
Provide trusted, high-level support to the Vice Dean and other OFA leaders by managing confidential, rapidly changing calendars in coordination with other Department roles; anticipating conflicts; and sustaining continuity during travel or external engagements.
Lead scheduling and administrative support for assigned committees, workgroups, and recurring meetings, including preparing agendas and materials, documenting decisions and minutes, tracking deadlines, and following up on action items; provide backup meeting support across the OFA administrative team.
Serve as a responsive point of contact for OFA phone, mail, and email communications, using independent judgment to resolve or route requests; partner on office administration and accurately process travel, purchasing, invoices, reimbursements, and expense reports in accordance with UW requirements.
Operational Support - 15%
Translate OFA priorities into clear, polished internal and external communications, presentations, and administrative workflows that help faculty leaders and team members stay aligned and informed.
Build and maintain databases, records, and confidential documentation related to project planning, budgets, financial reporting, audits, contracts, and personnel activities, ensuring appropriate handling and compliance with University, state, and federal requirements.
Strengthen office effectiveness by learning evolving programs and technology, applying independent judgment, and improving administrative tools and processes; support annual reviews and staff or faculty recruitment activities as needed.
Other Duties as Assigned - 15%
Act as a liaison among OFA, deans, department chairs, faculty, administrators, and UW Medicine leaders, prioritizing time-sensitive matters and navigating complex or sensitive communications with discretion.
Coordinate cross-functional projects and engagement activities such as surveys, focus groups, team meetings, and presentations; create and maintain project plans, Gantt charts, timelines, workflows, action plans, and follow-up systems to keep deliverables on track.
Required Qualifications
To be considered for this opportunity your application must demonstrate you meet both the minimum qualifications and additional qualifications listed below. Equivalent education and/or experience may substitute for minimum qualifications except when there are legal requirements, such as a license, certification, and/or registration
Minimum Qualifications
Bachelor's degree in communications, business administration, or a related field, and two years of professional experience providing high-level administrative coverage.
Applicants who do not meet these qualifications WILL NOT be forwarded to the Hiring Manager.
Additional Qualifications
Demonstrated ability to work independently with reliability, accuracy, and productivity; solve administrative problems; balance competing priorities; and achieve results across multiple levels of a complex organization.
Strong interpersonal and written and verbal communication skills, including the ability to build collaborative working relationships, address sensitive administrative matters, and handle confidential information responsibly and professionally.
Strong proficiency with Microsoft 365 tools, including Outlook, Teams, Word, Excel, PowerPoint, and SharePoint, plus experience with data or survey platforms such as Qualtrics, REDCap, or Microsoft Forms.
Desired Qualifications
Three or more years of professional experience providing high-level administrative coverage, particularly for senior leaders in a large higher education institution, academic medical center, or similarly complex organization.
Knowledge of UW Medicine, the UW School of Medicine, or UW Health Sciences schools and departments, along with familiarity with Workday or related enterprise systems.
Experience using advanced Microsoft 365 functionality, such as complex Excel features or Power Automate, to streamline work and improve operational efficiency.
Working Conditions
This position is eligible for hybrid telework (3 days per week in the office, 2 days per week work from home) and may occasionally require evening or weekend work to support meetings, events, or project deadlines.
Additional Application Requirement
This recruitment requires a cover letter. Applications that do not include a cover letter will not be forwarded to the hiring department.
Working at the University of Washington provides a unique opportunity to change lives – on our campuses, in our state and around the world.
UW employees bring their boundless energy, creative problem-solving skills and dedication to building stronger minds and a healthier world. In return, they enjoy outstanding benefits, opportunities for professional growth and the chance to work in an environment known for its diversity, intellectual excitement, artistic pursuits and natural beauty.
Our Commitment
The University of Washington is committed to fostering an inclusive, respectful and welcoming community for all. As an equal opportunity employer, the University considers applicants for employment without regard to race, color, creed, religion, national origin, citizenship, sex, pregnancy, age, marital status, sexual orientation, gender identity or expression, genetic information, disability, or veteran status consistent with UW Executive Order No. 81.
To request disability accommodation in the application process, contact the Disability Services Office at 206-543-6450 or dso@uw.edu.
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.
Related keywords
Microsoft 365OutlookTeamsWordExcelPowerPointSharePointQualtricsREDCapMicrosoft FormsWorkdayPower AutomateAcademic MedicineHigher EducationFaculty AffairsGantt Charts
30,000 caring professionals with a single mission: to improve health for all people. A Higher Degree of Healthcare.
Industry
Hospitals and Health Care
Company size
10,001+ employees
Headquarters
Seattle, WA
LinkedIn followers
52,248
Total funding
$20M
UW Medicine is an integrated clinical, research and learning health system with a single mission to improve the health of the public. Its faculty, staff, students and trainees are dedicated to delivering high- quality patient care and making important discoveries that lead to new approaches for the diagnosis, treatment and prevention of human disease.
UW Medicine is home to one of the world’s largest and most comprehensive medical research programs as well as innovative learning programs for students, trainees and practitioners. As the only health system in Washington, Wyoming, Alaska, Montana and Idaho that connects research, education and patient care, UW Medicine provides a higher degree of healthcare, ranging from primary and preventive care to the most specialized care for complex medical conditions.
UW Medicine includes Airlift Northwest, Fred Hutchinson Cancer Center, Harborview Medical Center, University of Washington Medical Center—Montlake, University of Washington Medical Center – Northwest, UW Medicine Primary Care, UW Physicians and UW School of Medicine. UW Medicine shares in the ownership of Children’s University Medical Group with Seattle Children’s.
A Higher Degree of Healthcare.
Based on 2081 listings with disclosed salaries, most healthcare jobs in Washington pay between $80k–$188k per year. Individual offers vary with seniority, company size, and specialization.
How many Healthcare jobs are open in Washington right now?
There are currently 11,371 open healthcare positions in Washington listed on Clera. New openings are added daily as companies post roles.
Which companies are hiring for Healthcare roles in Washington?
Companies currently hiring include MultiCare Health System, PROVIDENCE MEDICAL INSTITUTE, UW Medicine, Costco Wholesale, Agape In Home Care, among others. Browse the listings above to see every active employer.
Are there remote or hybrid Healthcare jobs in Washington?
Yes — 953 of the 11371 open healthcare positions offer remote or hybrid work (300 remote, 653 hybrid).
How do I apply for Healthcare jobs in Washington?
Each listing links directly to the employer's application page. Apply early — fresh listings get the most recruiter attention in the first two weeks.