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Please note: this job is located in Spokane, WA.



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.

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.

The School of Medicine has an outstanding opportunity for an Assistant to the Dean to join their team.

Position Purpose
Under the direction of the Associate Dean for Eastern Washington, the Assistant to Associate Dean (payroll title: Assistant to the Dean) provides comprehensive and high-level administrative and programmatic support to the associate dean. 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 Dean must be able to work with diverse cultures, backgrounds, and organizational hierarchy, manage the complex schedule and demands of the dean, and provide excellent customer service and public relations as the liaison and representative for the dean and UWSOM-Spokane. This position must use utmost discretion while responding to a variety of concerns from staff, faculty and students. This position will initiate, develop, and implement special projects for the dean.

Position Complexities
The Assistant to Associate Dean 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 Dean 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 urgent/emergent and subacute concerns and adjusting to frequently changing deadlines and priorities.

Impact to the University
The Assistant to Associate Dean has frequent contact with the School’s academic and administrative leadership and the medical students. The position is integral in assuring that the UWSOM-Spokane 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 Dean must be service-oriented and customer-focused with a focus on equity, inclusivity, and a high degree of confidentiality.

RESPONSIBILITIES

Administrative Support to the Dean for Eastern Washington:

Provide executive-level administrative support to the associate dean 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 dean, including: screening and triaging correspondence (mail, email, phone) and applying independent judgement in directly responding to questions/requests or escalating to the associate dean or other team members as appropriate. Draft, proof, and finalize letters and other formal correspondence for the associate deans’ signatures.

Manage the confidential calendars and coordinate the day-to-day activities of the associate dean to ensure effective schedule management. Initiate and arrange special conferences, meetings, events, and travel. Ensure the associate dean is fully briefed on agenda items and have received all required materials. Research and prepare all necessary briefing documents anticipate the associate dean’s needs.

Special Projects and Committees:

Directly support UWSOM-Spokane 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 the various committees overseen or chaired by the associate dean (e.g. EQISP Committee). 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 UWSOM-Spokane. Proactively provide regular status reports to the associate dean on projects and issues, highlighting key priorities, identifying possible challenges, and making recommendations or presenting solutions.

Support the development and execution of UWSOM-Spokane program activities. Research, design, and propose developments and new initiatives, with a focus on strategic and operational curriculum delivery as well as extracurricular activities that benefit students and faculty. Evaluate efficiency and efficacy of UWSOM-Spokane operations and recommend areas for enhancement.

Be familiar with School of Medicine policies and procedures in order to advise faculty, staff, and students while exercising discretion and maintaining confidentiality of program, medical, financial, student, and other sensitive information.

Manage special projects and working groups as delegated by the associate dean, assistant deans, and director. Projects involve investigation, analysis, and synthesis of internal and external policy, operational processes, accrediting/regulatory requirements, etc.

Programmatic and Operational Support to Spokane WWAMI:

Provide operational support to UWSOM-Spokane. 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.

Assist in the management of annual operating budget. 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.

Coordinate staff and faculty 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 Spokane WWAMI.

Support the onboarding and separation of direct reports to the associate dean. Prepare workspaces and source supplies for new employees. Assist with office space management and planning.

Support other staff in duties benefiting students. This may include working with other UWSOM-Spokane in test proctoring, troubleshooting classroom IT issues, supporting college faculty and their staff.

Perform other duties as assigned.

REQUIRED QUALIFICATIONS

Bachelor's Degree in communications, education, liberal arts, or other related field.

Equivalent experience may substitute for degree requirement.

Minimum three years of professional experience in an administrative support position.

Additional Requirements:

Strong organization skills and detail-oriented.

Strong analytical and problem-solving skills.

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.

PREFERRED QUALIFICATIONS

University of Washington or School of Medicine experience.

Experience supporting leadership positions.

Experience in the methods and systems of continuous quality improvement.

WORKING ENVIRONMENTAL CONDITIONS

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 at least 4 days per week.

Application Process:
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.