Executive Assistant to the Vice Dean for Rural and Regional Affairs - School of Medicine, Academic, Rural, and Regional Affairs

Job Description

Please note: All applications must be submitted no later than 11:59pm PT on November 2nd, 2026. 

The UW School of Medicine's Office of Academic, Rural and Regional Affairs has an outstanding opportunity for an Executive Assistant to the Vice Dean for Rural and Regional Affairs to join their team.

About this Opportunity

Reporting to the Vice Dean for Rural and Regional Affairs, the Executive Assistant is responsible for providing high-level administrative and operational support that advances the UW School of Medicine’s rural and regional health education, research, partnerships, and community service mission.

This is a highly visible, trusted role for an organized and proactive professional who thrives in a fast-paced academic medical environment. The Executive Assistant keeps the Vice Dean’s office moving forward by managing complex priorities, strengthening communication, coordinating strategic work, and serving as a central liaison with faculty, students, health system partners, government agencies, higher education institutions, and community organizations across the multistate WWAMI region. The position works with substantial independence and discretion, anticipates needs, and turns complex information into clear actions and polished executive-level materials.

Key Responsibilities

Executive Administrative Support (60%)

• Provide executive-level administrative support to the Vice Dean for Rural and Regional Affairs while maintaining a high level of professionalism, discretion, customer service, and responsiveness.
• Manage confidential and complex calendars, requiring consistent and fluid interaction with internal and external stakeholders to coordinate meetings amidst busy schedules.
• Screen and triage correspondence and apply independent judgement in directly responding to questions/requests or escalating as appropriate.
• Coordinate and draft internal and external communications and announcements.
• Independently develop presentation materials, including gathering and summarizing materials and creating effective agendas and presentations.
• Take meeting minutes, track deadlines, and manage follow-up action items as delegated.
• Maintain a clear understanding of key stakeholders within the School of Medicine to provide effective administrative support.

Financial and Records Support (10%)

• Monitor project budgets and prepare accurate financial summaries, reports, and forecasts to support planning and decision-making.
• Process and reconcile purchases, invoices, reimbursements, purchase orders, and business and travel expenses in accordance with UW requirements.
• Maintain confidential documentation pertaining to project planning, budgets and financial reporting, audits, and contracts.

Special Projects and Program Coordination (30%)

• Apply project management tools and practices to organize timelines, deliverables, action items, dependencies, and contingency plans for strategic initiatives, special assignments, workgroups, and search committees.
• Coordinate rural and regional initiatives connected to accreditation, continuous quality improvement, and strategic planning, including Liaison Committee on Medical Education(LCME) recommendations and action plans.
• Support the regional data system by entering and maintaining records, reviewing information for accuracy and completeness, and coordinating updates with regional staff and leadership.
• Provide concise status reports that surface priorities, risks, and recommendations; investigate and synthesize policy, operational, and regulatory information to help leaders identify practical solutions.
• Build collaborative relationships across the WWAMI region to support information sharing, project implementation, problem-solving, and coordination among regional offices, faculty, staff, and community partners; provide exam proctoring and other related support as assigned.

Required Qualifications

To be considered for this opportunity your application must demonstrate you meet both the minimum qualifications and additional qualifications listed below. Equivalent education and/or experience may substitute for minimum qualifications except when there are legal requirements, such as a license, certification, and/or registration.

Minimum Qualifications

• Bachelor’s degree in Communications, Business Administration, or a related field.
• Minimum of two years of professional experience in a high-level administrative support role.

Applicants who do not meet these qualifications WILL NOT be forwarded to the Hiring Manager.

Additional Qualifications

• Ability to interpret and communicate to others complex policies and procedures.
• Ability to work independently with a high degree of reliability, accuracy, and productivity.
• Ability to handle senior executive-level confidential information with a high level of tact, discretion, and diplomacy.
• Demonstrated ability to maintain harmonious working relationships and effectively address complex and sensitive administrative issues.
• Ability to work across multiple levels of an organization to achieve results.
• Ability to research topics/issues quickly and efficiently given limited guidance and direction.
• Advanced skills with Microsoft Office Suite (i.e., Outlook, Word, Excel, PowerPoint, SharePoint).

Preferred Qualifications

• Experience supporting leadership positions in a large higher education institution or complex medical organization.
• Experience coordinating projects, tracking deadlines, and working with teams across different locations.

Working Conditions

• May require work beyond a standard 40-hour workweek, including evening or weekend time, to meet deadlines or support meetings and events.
• This role is eligible for hybrid telework. This position may be based in Seattle, WA, or remotely within the WWAMI region. Because the role works closely with regional offices, faculty, and partners across Washington, Wyoming, Alaska, Montana, and Idaho, candidates with knowledge of or experience working in geographically distributed teams are encouraged to apply.

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 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.