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University of Washington in Seattle, Washington
Date Posted 04/21/2022
Employment Type
Application Deadline Open until filled

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 Vice Dean.

The Assistant to the Vice Dean (payroll title: Administrative Specialist) supports the operations, planning and leadership of the School of Medicine Office of Research and Graduate Education (RGE), which facilitates approximately 50% of UW’s research volume and graduate training programs for more than 1,200 graduate students and postdoctoral researchers. This role interfaces with a broad range of contacts including institutional leaders within UW and in partner institutions throughout the region. This position also provides professional, executive administrative support to the Vice Dean office and supporting leadership roles. The Assistant to the Vice Dean position requires the ability to manage a diverse range of projects and assignments with independent judgment and outstanding attention to detail.

RGE is responsible for the strategic oversight and central support of the School of Medicine’s (SOM) research and graduate teaching missions. The Vice Dean, Associate Deans, and Director engage in leadership and planning on a broad range of topics. A highly proactive administrative team member is critical to manage priorities and facilitate efficient advancement of initiatives. The leadership team is responsible for sensitive, confidential, legal, and regulatory matters requiring discretion in management and communications. This position is responsible for understanding the technical content of email and other communications across an evolving and broad range of research and education topics. This position affects workflows throughout the Office of Research and Graduate Education and its subsidiary units.

RGE oversees half of the University’s externally funded research, and partners with other schools and colleges on an additional 15% or more of funded research within the University. Programs for which RGE provides oversight include over $700 million in annual research funding across 31 academic departments, more than 2,000 faculty eligible to engage in research and PhD training, more than 2 million square feet of space, numerous major research initiatives, and 1,200 graduate students and postdoctoral researchers.


Project Management and New Initiate Liaison:
• Serves as primary liaison between the Vice Dean for Research and Graduate Education (VD-RGE) and a variety of university faculty leaders, administrators, and executive staff regarding research programs, space, new initiatives and graduate and postdoctoral education under the control of the dean of the SOM, including multiple large-scale sites of research throughout Seattle; facilities for human subjects and animal subjects research; use of chemical and biohazardous materials; oversight of $804M in federal and private grants and contracts; and over 1,300 pre- and post-doctoral research trainees. The nature of these contacts will require sound independent judgment and extensive knowledge of the VD-RGE’s priorities, policies, and philosophies.
• Acts in an advisory capacity to the SOM executive staff regarding project planning and RGE leadership operations.
• Develops and maintains multiple information management tools to enhance various tracking and reporting systems that are internal and external to the dean’s office to comply with federal, state and University regulations.
• Develops and maintains confidential or sensitive documentation pertaining to faculty matters; research programs; investigations; graduate and postdoctoral training; external partners and more.
• Regularly exercises independent judgment and decision-making skills to assure adherence of complex SOM and RGE organizational principles; federal and state regulations and other regulations as are appropriate.
• Provides analysis, monitoring and consultation to RGE senior leadership on project and personnel activities and impending deadlines.
• Assists RGE senior leadership in developing and reviewing administrative records, and institutional practices and procedures for academic research and trainee oversight.
• Preparation of presentations for SOM senior academic leadership committee meetings and other presentations as assigned.
• Support in periodic completion of draft and final reports on an ad hoc basis as projects arise, and frequent, time-sensitive finalization of supportive documentation for extramural research grants and associated institutional compliance requirements.
• Organize and prepare materials for SOM academic leadership standing and ad hoc committees and workgroups.
• Organize, coordinate, attend, prepare agendas and minutes and support RGE monthly meetings including the Faculty Council on Research and Graduate Education and the Basic Science Heads (BSH) Committee.
• Distribute communications to SOM-wide lists for faculty researcher, research staff, and trainee groups.

Executive Support:
• Provides direct confidential executive support to the VD-RGE, and Director.
• Ensures that principals’ priorities and obligations are met by ensuring maintenance of complex calendars and schedules that includes meetings, policy development, advisory boards, public speaking, legal proceedings, strategic planning, and travel. This requires a strong ability to understand the strategic priorities of their work and make independent decisions that have a significant impact on the effective leadership of the research enterprise and graduate education mission of the entire School of Medicine.
• Delegated authority in managing the VD-RGE’s electronic mail. This position is expected to have the professional decision-making ability to reschedule, postpone or relocate meetings as necessary.
• Assist VD-RGE with communication during executive and/or advisory committee meetings, including independently preparing meeting agendas and their contents, gathering, synthesizing, and disseminating information, attending meetings, drafting, and editing comprehensive, technical meeting summaries.

Other Duties:
• Develop, enhance, and maintain tracking systems for confidential and sensitive recordkeeping that comply with federal, state and University regulations.
• Independently develop presentation materials, including gathering and summarizing material, and using presentation software to create effective documents and presentations.
• Assist VD-RGE, Associate Dean, and Director in developing and maintaining records management systems; create documents and presentations involving data monitoring and tracking systems.
• Maintain a clear understanding of all strategic and project planning processes in UW Medicine, to provide effective administrative support.
• Responsible for fiscal activities commensurate with scope of position including the purchasing of goods, services, and supplies, coordinating travel arrangements.
• Responsible for providing back-up to the RGE Administrative Services Manager as needed.
• Other duties as assigned.

Bachelor’s degree in business administration, communications, social sciences, biological sciences, or related field. Three years’ relevant experience in a complex office environment.

Additional requirements:
Analytical skills to swiftly evaluate incoming information and materials for routing, assignment, and incorporation into active work projects, and to discern when senior leadership involvement is necessary. Ability to work under pressure of frequent deadlines and manage competing priorities with minimal direction. Demonstrated excellent oral and written communication skills including demonstrated competency in preparation of correspondence and minutes, and in proofreading and editing of draft materials. Ability to handle executive-level confidential information with exemplary tact, discretion, and diplomacy. Demonstrated excellence in working collaboratively as part of a high-performing team and building professional relationships.

Experience with complex calendaring in MS Outlook. Experience working in a higher education or federally funded research setting.

Able to work a flexible schedule as required. This position is eligible for a hybrid (office and home) work schedule, dictated by business needs. Able to lift ten pounds. Able to use UW shuttle system to travel between UW Medicine research sites.

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.

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