Senior Administrative Specialist

UW Medicine Advancement; Seattle (WA); Hybrid; USD 83,000 - 89,000; Full time

Job summary

UW Medicine Advancement is seeking a Senior Administrative Specialist to provide high-level administrative, project management, operational, and executive support to multiple senior leaders. This full-time role reports to the Assistant Vice President for Health System Philanthropy and supports leaders including two Senior Directors and the Senior Director for Finance and Operations.

The role focuses on operations administration, complex scheduling, and event coordination in a dynamic healthcare

Qualifications

• Bachelor of Arts degree in any field and four or more years of direct executive support experience.
• Demonstrated project management, strong organizational ability and attention to detail.
• Excellent interpersonal and customer service skills with professional communication.

Responsibilities

• Coordinate administrative operations and act as liaison with internal and external stakeholders.
• Manage onboarding, interview scheduling, training coordination, and process improvements.
• Support travel planning, reimbursements, reporting, CRM data management, and workflows.
• Exercise independent judgment in resolving requests and escalating matters when needed.
• Collaborate with admin teams to strengthen service delivery and organizational effectiveness.

Skills

Project management

Interpersonal skills

Customer service

Discretion

Confidentiality

Education

Bachelor of Arts degree

Tools

Microsoft Outlook

Word

Excel

PowerPoint

SharePoint

Teams

Job description

UW Medicine Advancement is a passionate, 95-person team that works collaboratively to connect donors with meaningful opportunities that enhance patient care, expand educational opportunities, and advance research across UW Medicine. In fiscal year 2026, UW Medicine Advancement raised over $488 million in gifts and private grants (55 of UW’s total) from 31,000 donors in support of its mission. Learn more about UW Medicine Advancement at https://give.uwmedicine.org/careers/.

UW Medicine has an exciting opening for a Senior Administrative Specialist. This is a full-time permanent position.

Reporting to the Assistant Vice President for Health System Philanthropy, the Senior Administrative Specialist is responsible for providing high-level administrative, project management, operational, and executive support to multiple senior leaders and their teams. This includes the Assistant Vice President for Health System Philanthropy, two Senior Directors for Health System Philanthropy, and the Senior Director for Finance and Operations. Assigned supported leaders and teams may evolve to meet business needs.

This role serves as a trusted partner in a dynamic healthcare philanthropy environment, helping leaders advance fundraising, donor engagement, operational excellence, and team effectiveness while building strong relationships across UW Medicine and the University of Washington.

UW Medicine Advancement is a collaborative team dedicated to connecting donors with opportunities that improve patient care, expand education, and accelerate research.

What You Will Do

Operations Administration (40%)

• Coordinate administrative operations and serve as a liaison with UW Medicine Advancement, University Advancement, UW Medicine entities, and external stakeholders.
• Manage onboarding, interview scheduling, training coordination, and administrative process improvements that support new employees.
• Support travel planning, reimbursement processing, reporting, CRM data management, and other operational workflows.
• Exercise independent judgment in resolving requests, interpreting procedures, and escalating matters when appropriate.
• Collaborate with the administrative specialist team to strengthen service delivery and organizational effectiveness.

Complex Scheduling and Executive Support (40%)

• Manage complex calendars, meetings, interviews, retreats, donor visits, and executive briefings for multiple senior leaders.
• Coordinate logistics, materials, correspondence, agendas, presentations, meeting minutes, and follow-up actions.
• Serve as a primary point of contact for internal and external inquiries, exercising discretion and professionalism.
• Facilitate donor interactions by coordinating meeting arrangements, room preparation, visitor logistics, and supporting materials.
• Maintain effective communication and stakeholder relationships across the organization.

Event Coordination and Special Projects (20%)

• Manage and support events, retreats, recognition programs, donor visits, volunteer committee meetings, and special projects.
• Coordinate venues, vendors, audiovisual needs, communications, and event logistics.
• Prepare agendas, discussion materials, presentation content, and documentation for recurring leadership and fundraising meetings.
• Track project milestones, meeting outcomes, and historical records to support informed decision-making.
• Provide occasional support for events occurring outside standard business hours, including evenings and weekends.

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 of Arts degree in any field and four or more years of providing direct support of an executive, senior administrator, or lead faculty member in an administrative office environment.

Applicants who do not meet these qualifications WILL NOT be forwarded to the Hiring Manager.

Additional Qualifications

• Demonstrated project management with creativity, organizational ability, empathy and strong attention to detail. Ability to manage emerging priorities and varying project timelines.
• Strong interpersonal and customer service skills, with the ability to communicate openly, directly, and professionally to foster dialogue and resolve differences effectively. Works to resolve conflicts and differences through dialog and open communication in a timely manner. Sees every difference as an opportunity for growth and change.
• Ability to make decisions in ambiguous situations, exercise good judgment based on information and analysis in a fast-paced, dynamic, deadline-driven environment in an organized and professional manner.
• Demonstrated ability to maintain confidence and protect confidential information.
• Demonstrated strong computer skills, including strong proficiency with Microsoft Outlook, Word, Excel, PowerPoint, SharePoint and Teams for calendaring, correspondence, presentations, special reports, spreadsheets, etc. Comfort with learning new software including CRMs.

Preferred Qualifications

• Experience supporting two or more leaders, simultaneously.
• Experience working in a collaborative administrative team.
• Knowledge of development/advancement principles.
• Experience with UW travel, purchasing, budget and timekeeping systems and policies.
• Experience working with complex CRMs and Excel.

What You Can Expect

• Hybrid-work schedule with 2 days in the office and 3days eligible for telework per week. The primary onsite work location is UW Medicine offices in the South Lake Union neighborhood of Seattle.
• Cubicle/open workspace environment that may result in higher noise levels and visual distractions.
• Workload and times may vary, including occasional evenings or weekends.
• Ability to travel and attend events, meetings and programs scheduled on evenings and weekends or off-campus.
• UW Medicine values professionalism. Employees are expected to conduct themselves in a professional manner in accordance with UW Medicine Policy on Professional Conduct. An assessment of professionalism will be a factor considered in performance reviews, salary adjustments and promotion.
• Alignment with UW’s Executive Order 81 Prohibiting Discrimination, Harassment, and Sexual Misconduct which establishes the University’s standards for preventing and responding to such conduct, including compliance with applicable federal and state laws. The University is committed to fostering an environment in which all members of its community can participate fully in University programs and activities free from discrimination, harassment, sexual misconduct, and retaliation.

Compensation, Benefits and Position Details

Pay Range: $83,004 -$89,004 annual

Benefits: For information about benefits for this position, visit https://www.washington.edu/jobs/benefits-for-uw-staff/