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UW Medicine Advancement (University of Washington)
Seattle, WA, United States
27 days ago
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Seattle, WA, United States
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UW Medicine Advancement (University of Washington)
Seattle, Washington, United States
27 days ago

Description

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.

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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.

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UW Medicine Advancement has an excellent opportunity for an Executive Assistant (payroll title: Assistant To The Vice President).

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Nearly 28,000 caring professionals come together each day at UW Medicine with a singular mission: to improve the health of the public. UW Medicine encompasses a top-rated medical school, an internationally recognized research center and a renowned health system that includes Harborview Medical Center, UW Medical Center – Montlake, UW Medical Center – Northwest, Valley Medical Center, UW Neighborhood Clinics, UW Physicians, UW School of Medicine and Airlift Northwest. In the 2021 fiscal year, UW Medicine Advancement raised $377 million in gifts and private grants (52 percent of the University of Washington’s total) from over 18,000 donors to support the mission of UW Medicine. The University of Washington completed a 10-year, multi-billion-dollar campaign in 2020, during which UW Medicine raised over $2.5 billion.

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The Executive Assistant  provides direct and far-reaching support as a trusted partner to three leaders at UW Medicine Advancement:

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• The Chief Advancement Officer and Vice President for Medical Affairs (CAO),
• The Associate Vice President for Development (AVP), and
• The Associate Vice President for Campaign (AVP-Campaign)

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The Executive Assistant provides senior-level administrative support in a confidential and professional manner, exercising independent judgment and discretion. This position is responsible for a broad range of duties including, but not limited to: executive scheduling and briefing, executive communications, organizing large team meetings, special project coordination, and managing other administrative functions.

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The Executive Assistant must have the ability to work in a fast-paced environment with many complexities and ambiguity. The Executive Assistant manages relationships with internal and external stakeholders including other unit leadership, UW Administrators, UW Medicine faculty, donors, and other campus partners.

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This position has a primary worksite of UW Medicine’s South Lake Union campus in Seattle. A hybrid work arrangement may be available. Hybrid work means that remote work may be possible for a day or more per week, depending on business need, on an ongoing basis.

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RESPONSIBILITIES


Administrative Duties and Correspondence:

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Administrative duties include coordinating with the unit’s administrative team and acting as liaison for UW Medicine Advancement with other offices both in University Advancement and UW Medicine.

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• Serve as liaison with Dean of the School of Medicine’s Office, departments within the School of Medicine, faculty and staff at affiliated hospitals including UWMC, Harborview Medical Center, Northwest Hospital and Valley Medical Center, University Advancement, high-level volunteer groups, major donors, and other external audiences.
• Assist with the assessment of the support staff needs for UW Medicine Advancement office and with the hiring and training of permanent, temporary and student employees. Promote teamwork and professionalism.
• Coordinate with administrative team to ensure that main Advancement phone line is covered and responses to callers are timely and appropriate.
• Handle travel arrangements for CAO, AVP, and AVP-Campaign.
• Prepare petty cash reimbursements, mileage claims and travel expense reimbursements for CAO, AVP, and AVP-Campaign.
• When requested, provide administrative support to other Assistant Vice Presidents in the absence of their administrative specialists.
• When requested, work with the Director of Finance and Administration regarding confidential personnel, payroll and budget issues, including recruitment, leave requests, temporary and permanent salary increases and funding requests.
• Assist with correspondence, PowerPoint and Excel materials to support presentations, reports and proposals for internal and external audiences.
• Provide copyediting for all written materials.
• Screen telephone calls and incoming requests for the CAO, AVP, AVP-Campaign.
• Make independent judgments on possible solutions such as referrals to other staff members as appropriate.
• Draft responses and provide replies based upon knowledge of the views and actions of CAO, AVP, AVP-Campaign.

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Team Meetings Coordination and Special Projects:

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• Attend and coordinate CAO’s leadership meetings (Cabinet)
       o Schedule, manage agenda, take notes, follow up on Action items.
       o Act as administrative liaison.
• Manage Team Medicine (all-staff) meetings and FLF meetings (all fundraising staff)
       o Take the lead on the planning committees, driving the agenda, and soliciting and organizing presenters.
       o Manage calendar invitations and A/V for these meetings.
• Act as lead planner for all-staff events such as retreats and recognition events
       o Gather and lead planning committee, manage agenda.
       o Contact speakers, coordinate with vendors.
       o Coordinate venue, food, A/V, set-up, clean-up (events staff may provide advice/assistance).
• Compile and record monthly and yearly reports for AVP-Campaign , assist with special projects as needed.
• Provide administrative support for high-level fundraising volunteer committees
       o Provide information on advancement policies and philanthropy issues for internal and external audiences.

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Calendar Management:

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• Calendar management for CAO, AVP, AsstVP
       o Schedule meetings, appointments, conferences, interviews and informal get-togethers with staff. Secure briefings and materials for these engagements.
       o Schedule donor visits, gather all necessary materials, and ensure that the donor has directions, parking instructions, and is met at the reception desk. Set up meeting rooms for attendees.
       o Maintain list of assistants for executives, faculty, UW colleagues and donors as contacts.
       o Receive and screen meeting invitations.
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MINIMUM REQUIREMENTS

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• Bachelor of Arts degree and five or more years of experience providing direct support of an executive, senior administrator, or lead faculty member.

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Additional requirements:

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• Demonstrated strong computer skills, including strong proficiency with Microsoft Outlook, Word, Excel, and PowerPoint for calendaring, correspondence, presentations, special reports, spreadsheets, etc. Comfort with learning new software.
• 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.
• Strong interpersonal skills and customer service orientation. Poised, professional manner and the ability to communicate clearly, directly and empathetically in all interactions: verbal and written communications, one-on-one conversations and in groups, etc.
• Demonstrated ability to proactively and skillfully engage others in ways that help resolve differences, manage conflicts and build consensus, all with the best interests of the organization in mind.
• Demonstrated project management with creativity, organizational ability, empathy and strong attention to detail.  Ability to manage emerging priorities and varying project timelines. 
• 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 confidences and protect confidential information.
• Ability to act in a selfless manner and model ethical values of UW Medicine.
• Values the UW’s commitment to inclusiveness. Demonstrates respect and commitment to diversity.
• Equivalent education/experience may substitute for stated requirements.

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Equivalent education and/or experience may substitute for minimum requirements.

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DESIRED REQUIREMENTS

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• Program management experience.
• Knowledge of development/advancement principles.
• Experience with UW travel, purchasing, budget and time keeping systems and policies. Experience working with complex CRMs.



Attitudes, Behaviors and Skills We Value

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• Placing team goals before individual goals
• Assuming the best of intentions from faculty and colleagues
• Embracing a spirit of continuous improvement
       o Focus on the highest priorities and manage time accordingly
       o Manage and improve programs independently and build ownership over time
       o Anticipate needed next steps; think through problems
       o Approach work strategically, keeping the big picture in mind
       o Address problems proactively and present potential solutions for resolution
• Learning from each other
       o Demonstrate the desire to learn new things while also meeting current position responsibilities
       o Take the time to build fluency in ALL fundraising operations
       o Be a proactive problem-solver; show resourcefulness in anticipating and addressing issues and concerns
• Demonstrating professionalism
       o Transparency: Be honest and straightforward with colleagues and donors
       o Attitude: Work with a positive and collaborative approach
       o Humility: Share credit generously; take ownership of challenges (“be generous with credit and selfish with blame”)
       o Dedication: Consistently follow through; keep your word
• Maintaining high emotional intelligence
       o Build, maintain and recover relationships with internal and external constituents
       o Partner and communicate well with supervisor and peers
       o Hone self-awareness, including the ability to admit mistakes and knowing when to correct course

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To review the full job description and apply for this opportunity, please visit this direct link or visit UW Hires at hr.uw.edu/jobs and search for requisition #201944.  THANK YOU FOR YOUR INTEREST!



Job Information

  • Job ID: 64592506
  • Location:
    Seattle, Washington, United States
  • Company Name For Job: UW Medicine Advancement (University of Washington)
  • Position Title: Executive Assistant/Assistant to Vice President
  • Job Function: Other
  • Job Type: Full-Time
  • Job Duration: Indefinite
  • Min Education: BA/BS/Undergraduate
  • Required Travel: 0-10%
  • Salary: $80,000.00 - $88,000.00 (Yearly Salary)

UW Medicine includes Harborview Medical Center, Northwest Hospital & Medical Center, UW Medical Center, Valley Medical Center, UW Neighborhood Clinics, UW Physicians, the UW School of Medicine and Airlift Northwest. Of the $683.7 million in gifts and private grants raised in FY19 by the University of Washington, UW Medicine raised $307.3 million (45 percent of the University’s total) in gifts and private grants from nearly 17,000 donors. The University of Washington is in the final year of a multi-billion-dollar campaign, du...

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