EXECUTIVE ASSISTANT - UW Medicine : Job Details

First Shift Benefits: As a UW employee, you will enjoy generous benefits and work/life programs. For a complete description of our benefits for this position, please visit our website, click here.

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 building 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 Laboratory:

The Applied Physics Laboratory is a research unit at the University of Washington. Our research expertise is in ocean physics and engineering, ocean and medical acoustics, polar science, environmental remote sensing, and signal processing. We conduct research and development that is sponsored by a variety of federal and state agencies and take great pride in our long-standing status as a US Navy-designated University Affiliated Research Center (UARC). Our work takes place not only on the University of Washington campus and medical centers, but in field locations around the world - at sea, in the air, and on polar ice caps. We apply rigorous scientific inquiry and engineering excellence in pursuit of solutions to important problems for the good of our region, nation, and world.

See Yourself at APL as a member of the Director's Office! We are seeking a full-time Executive Assistant to join the team. This position has a salary range of $75,000 to $92,400 per year ($6,250 - $7,700 monthly), along with great employment benefits and competitive total compensation incentives.

The Position:

The Executive Assistant proactively determines what will be needed by the Executive Director for meetings and events, and prepares and coordinates briefing materials for use by the Executive Director. Working with other members of the leadership team, he or she advises the Executive Director on current and emerging Laboratory issues providing the Executive Director with background on and political nuances of situations and may communicate with internal and external constituents globally on behalf of the Executive Director. The Executive Assistant must be an exceptionally professional individual who appropriately manages matters involving a high degree of confidentiality; must demonstrate outstanding initiative, proactivity, and organization; and must deliver effective results while working independently with general guidance.

Executive Assistant Responsibilities:

As an Executive Assistant in the Director's office, your responsibilities will include:

Administration:

* Manage all incoming and outgoing communication for the Executive Director, including answering phones and reviewing written correspondence received. Make a preliminary assessment of importance/priority, and organize the communication for the Executive Director's review.

* Oversee and reconcile the Executive Director's operating budgets; ensure budgets are not in deficit and all expenditures are allowable and in compliance with federal, state, and University policies. Monitors budgets, approves budget expenditures, and conducts periodic analyses.

* Participate as a member of the Strategic Communications Team. Specific planning and execution include community building and celebratory staff events, the annual State of the Laboratory address, and annual awards and nomination processes.

* Serve as the primary liaison between the Executive Director and a variety of APL Directors and Administrators, UW collaborators, and stakeholders (local, national, and international). Advises the Executive Director on departmental activities, and facilitates and implements improvements, in line with overall strategic objectives.

* Compile information necessary to draft or edit appropriate responses, and other spoken or written communication from the Executive Director. Communicate on the Executive Director's behalf as directed.

* Maintain the Office's files, documents, and data in an organized manner, in compliance with Laboratory, University, and customer records retention schedules and requirements.

Project Management:

* As needed, collaborate with leadership teams to develop detailed work plans, Gantt charts, and schedules for individual administration-related projects.

* Engage with relevant teams in project meetings to track internal progress and supply chain lead times against work plans, schedules, and budgets.

* Develop strategies and systems to monitor and track progress, maintain an updated working schedule and adjust as needed, and lead effective decision-making, ensuring that technical details are considered appropriately and decisions facilitate product quality and timely delivery.

Scheduling and Meeting Arrangement:

* Proactively manage the Executive Director's complex schedule, including evaluating the need to reschedule, postpone, or relocate meetings based on changing priorities and emerging issues.

* Research, analyze, and prepare materials for use by the Executive Director in decision-making or resolving complex or sensitive problems.

* Manage all travel logistics for the Executive Director, and manage all preparations related to meetings, conferences, special events, and retreats with the Executive Director's guests and visitors.

General Requirements:

Bachelor's degree in Business, Communications, English, or a relevant field.

At least 3-4 years of experience in an administrative support role in a complex organization and/or support of executives, including:

* US Citizenship.

* Must be eligible to obtain and maintain a security clearance.

* Experience in positions/work environments that require the highest level of integrity, professionalism, discretion, and tact. Proven ability to maintain harmonious relationships and effectively address sensitive administrative issues.

* Highly developed people skills. Demonstrated ability to work one-on-one as well as with large groups, at all organizational levels, and from diverse industries, organizations, and backgrounds.

* Strong analytical, problem-solving, and critical thinking skills. Ability to research topics/issues quickly and efficiently given limited guidance and direction. A high degree of discernment and decision-making to determine appropriate communications and procedures.

* High degree of professional organization, adaptability, and flexibility to effectively manage rapidly changing priorities and demands, with frequent interruptions. Successful performance in a very challenging, high-volume setting where pressure, deadlines, and priorities constantly change.

* Demonstrated success managing complex calendaring and travel for senior-level executives.

* Clear and concise spoken and written communication. Expertise in drafting, editing, and proofreading high-quality, professional business documents.

* Advanced proficiency with Microsoft Office Suite, including Word, Excel, PowerPoint, and Publisher, as well as with Outlook/Exchange or other commonly-used email and calendaring applications.

Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration.

The person hired into this position must be a U.S. citizen and successfully obtain and continue to maintain a Department of Defense (DOD) Personnel Security Clearance. The process for obtaining a DOD Security Clearance can be viewed using the following links: Processing Applicants (dcsa.mil) or General Investigations and Clearance Processes (dcsa.mil)

Conditions of Employment:

* Typically, this position is a 40-hour per week position, 5 days per week in a standard office environment.

* To effectively perform the duties associated with this position, schedule flexibility and extra hours including evenings and weekends may be required.

* Must be able to lift/push a minimum of 20 pounds.

While not required, you'll stand out if you have:

* Experience in a sponsored research laboratory.

* Experience with sponsored research processes

DEI:

Diversity is a core value at the University of Washington and the Applied Physics Laboratory shares this commitment. We are focused on building and sustaining an inclusive and equitable research environment for all students, staff, and collaborators. We believe every member of our team enriches our community by exposing us to a broad range of ways to understand and engage with the world, identify challenges, and discover, design, and deliver solutions.

Application Process:

The application process 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.

Committed to attracting and retaining a diverse staff, the University of Washington will honor your experiences, perspectives and unique identity. Together, our community strives to create and maintain working and learning environments that are inclusive, equitable and welcoming.

The University of Washington is an affirmative action and equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, gender expression, national origin, age, protected veteran or disabled status, or genetic information.

To request disability accommodation in the application process, contact the Disability Services Office at 206-###-#### 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