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. All of which has allowed the UW to be nationally recognized as a “Great College to Work For” for six consecutive years.
The School of Nursing has an outstanding opportunity for a full-time Administrative Assistant 3. Under direction of the Dean of the University Of Washington School Of Nursing (UWSoN) and supervision by the Executive Assistant to the Dean, the AA3 provides confidential administrative support to the Dean, Executive Assistant to the Dean, and leadership of the School of Nursing.
The UWSoN is one if the nation’s top-ranked nursing schools and a national and international leader in improving the health and well-being of individuals, families and communities through education, research and service. It is also one of the top schools in nursing research funding from the NIH and other sponsoring institutions. Consistent with the UW’s Diversity Blueprint, the UWSoN is committed to and intentional in its efforts throughout all of its operations, policies, and practices to foster a respectful, welcoming environment that strives for diversity, fosters equity, and values inclusion.
Duties and Responsibilities
Operations and Administration:
Serves as secondary support for other staff members, including the Dean’s Executive Assistant, during absences and on a daily basis necessitating understanding of all major activities and initiatives
Manages multiple projects, competing priorities, activities, and requests with extensive follow-up
Coordinates extensive international and national travel plans.
Tracks and processes financial transactions for the Dean’s travel; coordinates and expedites the Dean’s reimbursements, which are extensive and highly complex.
Supports the Associate Dean of DEI with calendaring and meeting planning
Conducts web and library searches as needed.
Coordinates and supports school wide meetings.
Supports key management meetings
In addition, this position will provide administrative and logistical support for Faculty Council and Appointment, Promotions, and Tenure meetings.
Provides written, verbal, and electronic communications support for the Dean. As delegated, craft ‘thank you’ correspondence.
Ensures compliance with University rules and regulations while meeting priorities of the Dean
Coordinates the arrangements of high-level and high-profile guest and speakers to the Office of the Dean and the School of Nursing; exhibits professionalism and discretion at all times.
Supports activities in the School’s relationship with nursing organizations
Develops and maintains filing systems and tickler systems to ensure timely follow-up
Extensive electronic files for major projects, events, and travel
Well-ordered inboxes and lists
Detailed event and travel tracking lists
Manages mail, supplies and gift inventory, office filing systems.
Coordinates and schedules the Dean’s calendar. Is backed up by the Executive Assistant when the Coordinator is out of the office.
Coordinates event-specific calendar management.
Support for the UWSoN Office of Diversity, Equity & Inclusion
Completes projects in support of initiatives and strategic plans that promote and advance
Assists in planning and coordination of DEI-related events, training sessions, etc., including identifying and scheduling speakers, speaker travel and payment, and managing all meeting logistics, including room reservation/rental, catering, seating, A/V, materials, etc.
Coordinates and executes activities that link UWSoN to university-wide DEI endeavors
Attends Diversity Committee meetings and take attendance and minutes (editing and providing final draft minutes for approval by the committee chair.
Provides administrative assistant duties for the Associate Dean for DEI
Perform other duties as required to support the ongoing mission and strategic plans of the School.
As a UW employee, you will enjoy generous benefits and work/life programs. For detailed information on Benefits for this position, click here.
Requires High School/GED AND four years of office or administrative support experience OR equivalent education/experience.
Additional Requirements: •Experience with meeting logistics and coordination, along with high-level scheduling •Excellent interpersonal and written/verbal communication skills required. •High-level minutes and transcription experience •High-level prioritization skills •Ability to be flexible with shifting demands and adapt to change •Ability to balance competing demands of team and work independently •Intermediate experience with Microsoft Office (Word, Excel, and PowerPoint)
Equivalent education/experience will substitute for all minimum qualifications except where there are legal requirements such as license/certification/registration.
Bachelor's Degree plus experience supporting high-profile executives. Expertise with project planning, technology (e.g. Zoom and WeChat), and related administrative software.
Conditions of Employment:
A set schedule will be established at time of hire; with some days working longer than 8 hours. Early mornings, evenings, and/or weekends may be required to complete UWSoN goals.
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 Workforce 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.
Founded in 1861, the University of Washington is one of the oldest public institutions in the west coast and one of the preeminent research universities in the world. The University of Washington is a multi-campus university comprised of three different campuses: Seattle, Tacoma, and Bothell. The Seattle campus is made up of sixteen schools and colleges that serve students ranging from an undergraduate level to a doctoral level. The university is home to world-class libraries, arts, music, drama, and sports, as well as the highest quality medical care in Washington State and a world-class academic medical center. The teaching and research of the University’s many professional schools provide undergraduate and graduate students the education necessary toward achieving an excellence that will serve the state, the region, and the nation. As part of a large and diverse community, the University of Washington serves more students than any other institution in the Northwest.