Location: Seattle, Washington
Type: Full Time
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The School of Medicine has an outstanding opportunity for an Assistant to the Associate and Assistant Deans to join their team.
Under the direction of the directors, the Assistant to the Associate and Assistant Deans (payroll title: Assistant To The Dean) provides comprehensive and high-level administrative and programmatic support to the associate and assistant deans for student affairs and financial purchasing for the student affairs unit. This position uses independent judgment and decision-making skills in the management of the activities of the deans, and in meeting departmental priorities. The assistant to associate and assistant deans must be able to work with diverse cultures, backgrounds, and organizational hierarchy, manage the complex schedule and demands of the deans and directors, and provide excellent customer service and public relations as the liaison and representative for the deans and Student Affairs unit. This position must use utmost discretion while responding to student concerns. This position will initiate, develop, and implement special projects for the deans and directors.
The assistant to associate and assistant deans will work 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 have the ability to 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 to associate and assistant deans must be service-oriented and customer focused, able to address questions, problems, or concerns from faculty, staff and students across the WWAMI 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 emergent student concerns and adjusting to frequently changing deadlines and priorities.
The assistant to associate and assistant deans has frequent contact with the School’s academic and administrative leadership and the medical students. The position is integral in assuring that the Student Affairs 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 to associate and assistant deans 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 Deans for Student Affairs:
•Provide executive-level administrative support to the associate and assistant deans for student affairs 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 and assistant deans, including: screening and triaging correspondence (mail, email, phone) and applying independent judgement in directly responding to questions/requests or escalating to the associate and assistant deans or other student affairs team members as appropriate. Draft, proof, and finalize letters and other formal correspondence for the associate and assistant deans’ signatures.
•Manage the confidential calendars and coordinate the day-to-day activities of the associate and assistant deans to ensure effective schedule management. Initiate and arrange special conferences, meetings, events, and travel. Ensure the associate and assistant deans are fully briefed on agenda items and have received all required materials. Research and prepare all necessary briefing documents anticipate the associate and assistant deans’ needs.
Special Projects and Committees:
•Directly support the student affairs and other institutional leadership with the medical school accreditation process, including comprehensive planning of and preparation for site visits. Draft responses to the annual LCME questionnaires, manage data collection, and maintain and prepare School of Medicine accreditation materials.
•Provide high-level administrative and organizational support for committees overseen or chaired by the associate and assistant deans. These duties 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 the Student Affairs unit. Proactively provide regular status reports to the associate dean, assistant deans, and student affairs directors on projects and issues, highlighting key priorities, identifying possible challenges, and making recommendations or presenting solutions.
•Support the development and execution of student affairs program activities. Research, design, and propose student program developments and new initiatives, with a focus on student support, wellness, and retention. Evaluate efficiency and efficacy, and recommend areas for enhancement.
•Oversee and manage student program application processes for institutional and national fellowships, scholarships, and awards (e.g. Magnuson, Howard Hughes Medical Institute, Pisacano, etc). Serve as primary point of contact for logistical questions, issues, and paperwork process and submissions. Compose materials and correspondence related to medical student honors and awards.
•Provide staff oversight for Medical Student Association. Organize bi-monthly meetings between the medical student government and School of Medicine deans and staff. Schedule and establish the agenda for quarterly class meetings and town halls. Administer the medical student conference travel grant program.
•Counsel and advise medical students on School of Medicine policies and procedures, exercising discretion and maintaining confidentiality of program, medical, financial, student, and other sensitive information.
•Design and update medical student forms and surveys. Analyze data and information and provide report for inclusion in annual unit and state reports. Develop responses to student affairs program related surveys from outside institutions.
•Manage special projects and working groups as delegated by the associate dean, assistant dean, and student affairs directors. Projects involve investigation, analysis, and synthesis of internal and external policy, operational processes, accrediting/regulatory requirements, etc.
Programmatic and Operational Support to Student Affairs:
•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 for the student affairs unit.
•Provide operational support to the Student Affairs unit. Schedule meetings and coordinate conference and WWAMI travel arrangements; manage the student affairs unit scheduling platforms; secure meeting rooms, audiovisual/teleconference equipment, and catering; circulate materials; and manage facilities requests.
•Coordinate quarterly staff 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 area of improvement within Student Affairs and its programs.
•Support the onboarding and separation of direct reports to the associate and assistant deans. Prepare workspaces and source supplies for new employees. Assist with office space management and planning.
•Perform other duties as assigned.
•Bachelor’s degree, preferably in communications, education, liberal arts or other related field.
•Minimum two years of professional experience in an administrative support position.
•Must be highly organized, proven attention to detail and accuracy, and resourceful in finding solutions.
•Experience working with financial and procurement systems.
•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 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).
Equivalent education and/or experience may substitute for minimum requirements.
•University of Washington or School of Medicine experience.
•Experience supporting leadership positions.
•Experience in the methods and systems of continuous quality improvement.
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 required to work in the office and is not eligible for regular telework.
CONDITIONS OF EMPLOYMENT
The application process for UW positions 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 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.