Assistant To The Associate And Assistant Deans

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 Associate and Assistant Deans to join their team.
Under the direction of the Associate Dean of Curriculum, the Assistant to Associate and Assistant Deans provides comprehensive and high-level administrative and programmatic support to THE ASSOCIATE AND ASSISTANT DEANS for curriculum. 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 Curriculum 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 of Medicine's administrative and academic leadership. This position requires the ability to concurrently manage multiple projects with high priority and competing needs, 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 Curriculum 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 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 Curriculum:
• Provide executive-level administrative support to THE ASSOCIATE AND ASSISTANT DEANS for curriculum 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 curriculum 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 two 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 Workgroups:
• Partner with Assistant Dean for Basic Science and instructors to develop, maintain and implement the consolidation and transition to clerkship curriculum in the foundations phase of the medical school curriculum. Utilize project management techniques and tools to track and monitor timetables, action items, deliverables and contingency plans for course development and implementation. Organize course materials in Canvas and the Curriculum Management System (Elentra). Coordinate stakeholder groups on topics such as technology implementation and distance learning. Work with leadership of Curriculum and the Academic Learning Technologies team on Zoom course delivery.
• Directly support the curriculum 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 workgroups and search committees overseen or chaired by THE ASSOCIATE AND ASSISTANT DEANS. These duties include taking meeting 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 Curriculum unit. Proactively provide regular status reports TO THE ASSOCIATE dean, ASSISTANT DEANS, and Curriculum directors on projects and issues, highlighting key priorities, identifying possible challenges, and making recommendations or presenting solutions.
• Support the development and execution of curriculum program activities as directed by THE ASSOCIATE AND ASSISTANT DEANS.
• Manage special projects and working groups as delegated by THE ASSOCIATE dean, ASSISTANT DEANS, and curriculum directors. Projects involve investigation, analysis, and synthesis of internal and external policy, operational processes, accrediting/regulatory requirements, etc.
MINIMUM REQUIREMENTS
• Bachelor's degree in communications, education, liberal arts or related field.
• Minimum two years of professional experience in an administrative support position.
Additional requirements:
• Must be highly organized, proven attention to detail and accuracy, and resourceful in finding solutions.
• 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, SharePoint).
Equivalent education and/or experience may substitute for minimum requirements.
DESIRED REQUIREMENTS
• Experience supporting leadership positions.
WORK ENVIRONMENT
Full-time schedules are assumed to be at least 40 hour per week; 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 eligible for hybrid 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.
Committed to attracting and retaining a diverse staff, the University of Washington will honor your experiences, perspectives and unique identity. Together, our community strives to create and maintain working and learning environments that are inclusive, equitable and welcoming.
The University of Washington is an affirmative action and equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, gender expression, national origin, age, protected veteran or disabled status, or genetic information.
To request disability accommodation in the application process, contact the Disability Services Office at 206-543-6450 or dso@uw.edu.
Applicants considered for this position will be required to disclose if they are the subject of any substantiated findings or current investigations related to sexual misconduct at their current employment and past employment. Disclosure is required under Washington state law.