SoM Administrative Specialist

SoM Administrative Specialist page is loaded## SoM Administrative Specialist remote type:
Hybrid (telework 2 days or less per week) locations:
Seattle Campus time type:
Full time posted on:
Posted Todaytime left to apply:
End Date:
January 28, 2026 (13 days left to apply) job requisition :
REQ
- ** Job Description
** The University of Washington (UW) is proud to be one of the nation’s premier research and educational institutions. Our people are the most important asset in our pursuit of achieving excellence in education, research, and community service. Our staff enjoys outstanding benefits and professional growth opportunities and an environment where diversity and community involvement are encouraged to flourish. Opportunities for intellectual excitement and curiosity, and artistic pursuits abound across our campuses and in the region at large.
** The UW School of Medicine (SoM) Dean’s Office has an outstanding opportunity for a full-time SoM Administrative Specialist.
** This position primarily serves as a flexible executive support resource, providing executive support to various School of Medicine leadership as assigned, functioning in a fast paced, independent, and deadline driven environment. This role requires strong problem-solving skills, exceptional organizational abilities, initiative, and the capacity to manage multiple priorities simultaneously while exercising sound judgment. The SoM Administrative Specialist also provides consistent support to the SoM Dean’s Office Administration and Operations team with administrative and project-based responsibilities.

Due to the flexible nature of this position, a combination of onsite and remote work can be expected. Specific schedules will be based on current administrative needs and discussed with supervisor.
** DUTIES AND RESPONSIBILITIES
**** SoM Leadership Executive Assistance and Operations Management (70%)
** The SoM Administrative Specialist will provide executive-level administrative support to a specific SoM leader when on assignment. Duties include but are not limited to:
* Acting as a delegated authority for SoM leader while maintaining a high level of professionalism, discretion, customer service, and responsiveness.
* Managing multiple confidential and complex calendars, requiring consistent and fluid interaction with internal and external stakeholders to coordinate meetings amidst busy schedules.
* Screening and triaging correspondence and applying independent judgment in directly responding to questions/requests or escalating as appropriate.
* Coordinating and arranging events and travel while practicing financial responsibility.
* Independently drafting, editing, and proofreading documents, memos, and reports.
* Maintaining and organizing physical and electronic filing systems with accuracy and confidentiality to ensure operational efficiency.
* Attending meetings to record notes, capturing key discussions, decisions, and assigned action items. Publishing and maintaining organized records of meeting minutes and related documents for future reference.
* Verifying and reconciling all business and travel expenses, including creating and submitting Purchase Orders.
* Processing invoices, reimbursements, and other financial transactions accurately and in accordance with UW guidelines.
* Developing, modifying, and maintaining various databases and records management systems that comply with federal, state, and University regulations.
* Maintaining confidential documentation pertaining to project planning, budgets and financial reporting, audits, and contracts.
* Performing data entry and maintaining databases, spreadsheets, and records.
* Providing on-site office support including office supply inventory and ordering, equipment maintenance, and general office upkeep. Greeting visitors and escorting them to meetings; staffing meetings and committees as assigned.
* Identifying and recommending opportunities to improve administrative processes and efficiency.
** Dean’s Office, Administration and Operations Administrative Support and Project Management (30%)
*** Independently plan and execute SoM-wide initiatives, as well as support different teams with ad-hoc…