Executive Administrative Specialist to Vice Dean (Hybrid)

University of Washington Medical Center; Seattle (WA); Hybrid; USD 75,000 - 84,000; Full time

Benefits offered by this job

Hybrid work arrangement

Competitive benefits

Job summary

The University of Washington Medical Center is seeking an Administrative Specialist, Assistant to the Vice Dean to provide high-level administrative and operational support in a fast-paced academic medical environment. You will manage complex schedules, communications, and strategic projects while partnering with deans, department chairs, faculty, and senior leaders.

Key duties include leading scheduling for committees, coordinating travel and reimbursements, and translating priorities into

Qualifications

• Bachelor’s degree in communications, business administration, or related field with two years of admin experience.
• Ability to work independently with reliability, accuracy, and productivity.
• Strong interpersonal and written/verbal communication; handle confidential information.
• Proficiency with Microsoft 365 and data/survey platforms.

Responsibilities

• Manage confidential calendars and scheduling for the Vice Dean and OFA leaders.
• Coordinate committees, prepare agendas and minutes, track deadlines, and follow up on actions.
• Serve as contact for calls, mail, and email; process travel, purchasing, invoices, and reimbursements.
• Translate priorities into polished internal/external communications and workflows.
• Build and maintain databases and confidential project records with compliance.
• Support reviews and recruitment activities; improve tools and processes.
• Act as liaison among OFA, deans, chairs, faculty, and UW Medicine leaders.
• Coordinate cross-functional projects with surveys, focus groups, and timelines.

Skills

Independent work

Attention to detail

Strong communication

Diplomatic discretion

Education

Bachelor’s degree in communications or related field

Tools

Microsoft 365 (Outlook, Teams, Word, Excel, PowerPoint, SharePoint)

Survey/data platforms (Qualtrics, REDCap, Microsoft Forms)

Job description

The University of Washington Medical Center is seeking an Administrative Specialist, Assistant to the Vice Dean to provide high-level administrative and operational support in a fast-paced academic medical environment. You will manage complex schedules, communications, and strategic projects while partnering with deans, department chairs, faculty, and senior leaders.

Key duties include leading scheduling for committees, coordinating travel and reimbursements, and translating priorities into