Assistant to the Associate and Assistant Deans, Curriculum

Job Description

POSITION PURPOSE

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 exercises considerable 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 all cultures, backgrounds, and organizational hierarchies, 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.

POSITION COMPLEXITIES

The Assistant to Associate and Assistant Deans will work closely with the School of Medicine’s (SoM) 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 Washington, Wyoming, Alaska, Montana and Idaho (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.

POSITION DIMENSIONS AND IMPACT ON THE UNIVERSITY

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 (70%)         

• 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. Requires detailed knowledge of organizational operations and personnel to support independent decision making.
• 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 (30%)

• Independently manage the creation of new and renewal of existing Memorandum of Understanding (MOU) between the curriculum office and clinical departments to support faculty teaching within the medical education program. Anticipate and proactively begin the MOU renewal process each year. Ensure MOUs are timely signed and submitted to Academic Affairs.
• 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.
• Perform other duties as assigned.

MINIMUM REQUIREMENTS

• Bachelor’s degree in any 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).

PREFERRED QUALIFICATIONS

• Bachelor’s degree in communications, education, liberal arts or related field.
• Four or more years of professional experience in an administrative support position
• 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.

Duties are performed in an academic administrative environment supporting operations across multiple campuses. 

Remote meeting coordination, complex scheduling, and multi-time-zone logistics are routine. 

Occasional early mornings or evenings may be required to support program activities or events. 

Position requires regular on-site presence at the Seattle campus, with eligibility for hybrid telework. 

Compensation, Benefits and Position Details

Pay Range Minimum:

Pay Range Maximum:

Other Compensation:

Benefits:

Shift:

Temporary or Regular?

FTE (Full-Time Equivalent):

Union/Bargaining Unit:

About the UW 

Working at the University of Washington provides a unique opportunity to change lives – on our campuses, in our state and around the world.  

UW employees bring their boundless energy, creative problem-solving skills and dedication to building stronger minds and a healthier world. In return, they enjoy outstanding benefits, opportunities for professional growth and the chance to work in an environment known for its diversity, intellectual excitement, artistic pursuits and natural beauty. 

Our Commitment 

The University of Washington is committed to fostering an inclusive, respectful and welcoming community for all. As an equal opportunity employer, the University considers applicants for employment without regard to race, color, creed, religion, national origin, citizenship, sex, pregnancy, age, marital status, sexual orientation, gender identity or expression, genetic information, disability, or veteran status consistent with UW Executive Order No. 81.

To request disability accommodation in the application process, contact the Disability Services Office at 206-543-6450 or [email protected]. 

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.