Foundations Administrative Assistant - School of Medicine, Academic, Rural, and Regional Affairs

Hybrid (telework 2 days or less per week)

Seattle, WA

Full time

REQ-

The School of Medicine has an outstanding opportunity for a Foundations Administrative Assistant to join their team.

Reporting to the Foundations Program Manager, the Foundations Administrative Assistant plays a critical role in supporting the delivery of a complex, multi-site medical education curriculum across the WWAMI region (Washington, Wyoming, Alaska, Montana, and Idaho). This position ensures the seamless coordination of schedules, communications, and administrative processes across several integrated blocks serving more than 270 students annually. This is an exciting opportunity to contribute to a mission-driven academic environment while building strong partnerships and delivering exceptional administrative support.

• Independently coordinate and execute day-to-day administrative operations for Foundations curriculum activities, including scheduling, documentation, communications, and tracking across multiple sites and academic calendars.

• Serve as a point of contact for assigned courses and threads, supporting faculty, staff, and students while ensuring timely, accurate, and policy-aligned processes and communications.

• Maintain curriculum systems and tools, including Canvas course support, document management, and reporting to ensure smooth program delivery.

• Support weekly and monthly meetings with foundation block directors, site leads, instructors, and regional site administrators by preparing agendas, documenting decisions, tracking action items, and following through on assigned next steps.

• Provide examination administrative support by reserving exam spaces and proctoring regular, makeup, and remediation exams in accordance with established procedures.

• In collaboration with faculty and staff, develop written communication materials and distribute broadly to UW Medicine faculty, regional faculty, staff, and students (e.g. development and dissemination of the Foundations Curriculum newsletter).

• Assist in the systematic review and evaluation of continuous curricular innovation, including development and monitoring of outcomes and plans of action for improvement.

• Collect data and information for inclusion in School of Medicine reports and accreditation surveys.

• Represent curriculum team at School of Medicine Curriculum Committee meetings.

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.

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

• High School diploma/GED AND three years of office or administrative support experience.

• Proven administrative and problem-solving skills.

• Proven organizational skills which highlight ability to use and maintain systems to track information and materials.

• Computer proficiency with spreadsheets, word processing, and databases in a Windows environment.

• Strong oral and written communication skills.

• Demonstrated experience working in large, fast-paced, highly structured environments.

• Ability to work independently with a high degree of professionalism, reliability, accuracy, and productivity.

• Ability to handle confidential information responsibly.

• Demonstrated ability to maintain harmonious working relationships and effectively address complex and sensitive administrative issues.

• Proven track record in exercising discretion and independent judgment effectively in decision-making processes.

• Ability to work across multiple levels of an organization to achieve results.

• Bachelor's degree.

• Experience in higher education, preferably medical education.

• This position follows a hybrid work model that includes both remote and on-site work. During scheduled curriculum sessions, which occur for up to nine months each year, employees are expected to work on-site 4 to 5 days per week.

• Must be able to perform physical tasks associated with event setup and facility operations, including moving and arranging tables and chairs. Requires the ability to regularly lift, carry, push, and pull items weighing up to 25 pounds safely and…