University of Washington
Job Description
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 build 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 Assistant to the Chair provides high-level, confidential executive and administrative support to the Department Chair and senior leadership of Comparative Medicine, ensuring seamless operation of department governance, faculty affairs, and graduate/residency programs. Through expert calendar and correspondence management, complex event and travel coordination, and liaison with School of Medicine and University offices, this role enables the Chair to focus on strategic initiatives, research leadership, and academic excellence. The Assistant to the Chair must navigate a complex landscape of high-stakes responsibilities, where confidentiality and discretion are paramount. In this role, the incumbent serves as the gatekeeper for the Chair’s time and information flow—screening and prioritizing correspondence, maintaining formal record files, and ensuring that every meeting, trip, and event is meticulously organized and briefed. Simultaneously, they manage concurrent workflows across executive support, faculty recruitment and promotions, graduate advising, and residency program coordination, each with its own deadlines, stakeholders, and policy requirements. Success demands mastery of UW and School of Medicine regulations—from Procard reconciliation and visa processing to accreditation standards—while exercising independent judgment to resolve conflicts and maintain seamless departmental operations.
DUTIES AND RESPONSIBILITIES Executive Administrative Support (45%)
Serves as confidential executive assistant to the Department chair, utilizing discretion and professionalism in all matters that support the Chair and department.
Screen and prioritize Chair’s correspondence and telephone calls, utilizing independent judgment to determine appropriate and timely responses.
Manage the maintenance and organization of the Chair’s subject files, which serve as the office files of formal record.
Schedule meetings at the Chair’s request, coordinate setting of agendas and preparation of materials.
Ensure the Chair is fully briefed on meeting agenda items and has all the required supporting materials.
At the request of the Chair, create meeting notes/decisions and follow-up on action items.
Plan trips and travels for the Chair.
Work with appropriate department Finance & Administration team members to execute registrations and travel details.
Facilitate expense reimbursements and documentation for the Chair with the F&A team and ensure compliance within UW/SoM regulations and policies while meeting priorities of the Chair.
Coordinate visits (including travel arrangements which may involve working with the F&A team), receptions, and other special events, and provide basic hospitality to guests.
Develop and maintain an annual planning calendar for the Chair that includes faculty meetings, department meetings and events, faculty affairs milestones (re-appointments, promotions, merit, etc.) and other administrative deadlines.
Participate in the planning and execution for department events (all hands meetings, seminars, faculty/chair retreats, etc.).
Establish a Procard account to support events and other department or Chair purchasing needs.
Manage and reconcile account in accordance with UW policies.
Assist with the creation and maintenance of marketing materials for department and center services as directed by the Chair and department leadership.
Work with the department IT resources to ensure website updates and changes are executed as requested by the Chair.
Perform other duties as required to support the ongoing mission and strategic plans of the Chair and Department.
Faculty Affairs (40%)
Manage faculty new hire processes – duties may include under direction of the Chair create job descriptions.
Following established School of Medicine processes and tools, request approval to recruit and hire.
Support the search committee with Interfolio and other search tasks (posting job announcements, correspondence with applicants, scheduling interviews and site visits, travel arrangements, etc.).
Assist with the offer letter and other appointment materials.
Consult with the SoM Academic Appointments and Compensation (AAC) as needed to ensure that the department is in compliance with policies and procedures concerning faculty recruitment and hire.
Assist in the relocation process, including coordinating orientation activities, space preparation, and integration into the department faculty.
Manage and coordinate faculty Visa’s (new hires and reappointments as needed) with School of Medicine AAC/HR shared services team.
Manage faculty mandatory and non‑mandatory promotion process: Understand the timeline of promotion related tasks and ensure the Chair and faculty are informed of deadlines.
Work closely with faculty to assemble promotion materials in the manner and format requested by the SoM.
Under the direction of the Chair and department policy/faculty code, coordinate faculty vote.
Assist with other related issues and concerns that may arise during the process and consult with AAC as needed.
Manage faculty/academic fixed term reappointment process: Send out notices to acting, affiliate, clinical and other faculty on fixed term appointments regarding the review and reappointment process.
Schedule faculty review and vote on renewals and non‑renewals as outlined by department policy and faculty code.
Advise faculty on outcome of their reappointments.
Review and analyze temporary academic appointments and advise Chair for compliance with University and SoM policies and procedures.
Compose and draft offer, appointment and renewal/non‑renewal letters for Chair’s signature.
Manage annual faculty merit review process: Arrange for appropriate faculty rank to review documents (Faculty Activity Reports (FARs), updated CV), and to provide advisory vote to the department Chair per department policy and in accordance with UW faculty code.
Ensure deadlines and documentation to the SoM deans office are completed.
Coordinate with faculty on submission of annual reports, request for approval of outside work for compensation, summary of annual professional and public activities.
Schedule annual performance reviews with Chair.
Maintain confidentiality of academic personnel files.
Assist faculty with participation in departmental activities including seminar presentations, mentoring, and teaching.
Comparative Medicine Master’s Program – Graduate Program Advisor (10%)
Assist graduate students with their applications, registration for classes and other requirements.
Perform all functions required in the MyGrad program.
Communicate with the Graduate School, the Registrar’s Office, and the Curriculum Office regarding matters including the DCM master’s program, grades, tuition waivers, time schedules, and course descriptions.
Residency Program Support (5%)
Assist the Academic Program Director and committee members with the selection and hiring processes, including scheduling meetings and interviews, replying to applicant queries, making travel arrangements, composing offer and rejection letters, and coordinating and conducting orientations for incoming residents.
Regularly interact with residents assisting in scheduling meetings with Chair, Program Director, faculty, and others.
Respond to queries regarding classes, rotations, and other activities.
MINIMUM REQUIREMENTS
Bachelor’s degree in Business Administration, Public Administration, Communications, or a related field.
Minimum of 2 years of progressively responsible executive-level administrative support, preferably in a higher‑education or research environment.
ADDITIONAL REQUIREMENTS
Demonstrated expertise with complex calendar management, meeting coordination, and confidential correspondence.
Experience planning and executing large‑scale events, travel arrangements, and expense reconciliation in accordance with institutional policies.
DESIRED QUALIFICATIONS
Master’s degree in Business Administration, Public Administration, Human Resources, Communications, or a related field.
Proven track record managing faculty affairs processes (recruitment, promotions, reappointments) and working with academic HR systems (e.g., Interfolio, AAC workflows).
Familiarity with UW School of Medicine policies, procedures, and shared‑services workflows (AAC, Finance & Administration, Registrar).
Strong interpersonal skills, cultural competence, and ability to build rapport across diverse faculty, staff, students, and external partners.
Experience supporting graduate or residency programs in a health‑science setting.
CONDITIONS OF EMPLOYMENT
Fast‑paced office setting with frequent interruptions and competing core business hours are 9:00 a.m. to 5:00 p.m., Monday through Friday; however, the Assistant is expected to be onsite beyond these hours—early mornings, evenings, or weekends as needed to support the Chair’s schedule and department events.
On‑site presence required full‑time for the first six months; occasional in‑evening or weekend events may be necessary.
Remote working option (one day remote per week) available after successful completion of six months, contingent on performance and department needs.
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 access 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.
Compensation, Benefits And Position Details
Pay Range Minimum: $60,924.00 annual
Pay Range Maximum: $91,380.00 annual
Benefits: For information about benefits for this position, visit https://www.washington.edu/jobs/benefits-for-uw-staff/
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 proud to be 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 206‑543‑6450 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.
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The Assistant to the Chair provides high-level, confidential executive and administrative support to the Department Chair and senior leadership of Comparative Medicine, ensuring seamless operation of department governance, faculty affairs, and graduate/residency programs. Through expert calendar and correspondence management, complex event and travel coordination, and liaison with School of Medicine and University offices, this role enables the Chair to focus on strategic initiatives, research leadership, and academic excellence. The Assistant to the Chair must navigate a complex landscape of high-stakes responsibilities, where confidentiality and discretion are paramount. In this role, the incumbent serves as the gatekeeper for the Chair’s time and information flow—screening and prioritizing correspondence, maintaining formal record files, and ensuring that every meeting, trip, and event is meticulously organized and briefed. Simultaneously, they manage concurrent workflows across executive support, faculty recruitment and promotions, graduate advising, and residency program coordination, each with its own deadlines, stakeholders, and policy requirements. Success demands mastery of UW and School of Medicine regulations—from Procard reconciliation and visa processing to accreditation standards—while exercising independent judgment to resolve conflicts and maintain seamless departmental operations.
DUTIES AND RESPONSIBILITIES Executive Administrative Support (45%)
Serves as confidential executive assistant to the Department chair, utilizing discretion and professionalism in all matters that support the Chair and department.
Screen and prioritize Chair’s correspondence and telephone calls, utilizing independent judgment to determine appropriate and timely responses.
Manage the maintenance and organization of the Chair’s subject files, which serve as the office files of formal record.
Schedule meetings at the Chair’s request, coordinate setting of agendas and preparation of materials.
Ensure the Chair is fully briefed on meeting agenda items and has all the required supporting materials.
At the request of the Chair, create meeting notes/decisions and follow-up on action items.
Plan trips and travels for the Chair.
Work with appropriate department Finance & Administration team members to execute registrations and travel details.
Facilitate expense reimbursements and documentation for the Chair with the F&A team and ensure compliance within UW/SoM regulations and policies while meeting priorities of the Chair.
Coordinate visits (including travel arrangements which may involve working with the F&A team), receptions, and other special events, and provide basic hospitality to guests.
Develop and maintain an annual planning calendar for the Chair that includes faculty meetings, department meetings and events, faculty affairs milestones (re-appointments, promotions, merit, etc.) and other administrative deadlines.
Participate in the planning and execution for department events (all hands meetings, seminars, faculty/chair retreats, etc.).
Establish a Procard account to support events and other department or Chair purchasing needs.
Manage and reconcile account in accordance with UW policies.
Assist with the creation and maintenance of marketing materials for department and center services as directed by the Chair and department leadership.
Work with the department IT resources to ensure website updates and changes are executed as requested by the Chair.
Perform other duties as required to support the ongoing mission and strategic plans of the Chair and Department.
Faculty Affairs (40%)
Manage faculty new hire processes – duties may include under direction of the Chair create job descriptions.
Following established School of Medicine processes and tools, request approval to recruit and hire.
Support the search committee with Interfolio and other search tasks (posting job announcements, correspondence with applicants, scheduling interviews and site visits, travel arrangements, etc.).
Assist with the offer letter and other appointment materials.
Consult with the SoM Academic Appointments and Compensation (AAC) as needed to ensure that the department is in compliance with policies and procedures concerning faculty recruitment and hire.
Assist in the relocation process, including coordinating orientation activities, space preparation, and integration into the department faculty.
Manage and coordinate faculty Visa’s (new hires and reappointments as needed) with School of Medicine AAC/HR shared services team.
Manage faculty mandatory and non‑mandatory promotion process: Understand the timeline of promotion related tasks and ensure the Chair and faculty are informed of deadlines.
Work closely with faculty to assemble promotion materials in the manner and format requested by the SoM.
Under the direction of the Chair and department policy/faculty code, coordinate faculty vote.
Assist with other related issues and concerns that may arise during the process and consult with AAC as needed.
Manage faculty/academic fixed term reappointment process: Send out notices to acting, affiliate, clinical and other faculty on fixed term appointments regarding the review and reappointment process.
Schedule faculty review and vote on renewals and non‑renewals as outlined by department policy and faculty code.
Advise faculty on outcome of their reappointments.
Review and analyze temporary academic appointments and advise Chair for compliance with University and SoM policies and procedures.
Compose and draft offer, appointment and renewal/non‑renewal letters for Chair’s signature.
Manage annual faculty merit review process: Arrange for appropriate faculty rank to review documents (Faculty Activity Reports (FARs), updated CV), and to provide advisory vote to the department Chair per department policy and in accordance with UW faculty code.
Ensure deadlines and documentation to the SoM deans office are completed.
Coordinate with faculty on submission of annual reports, request for approval of outside work for compensation, summary of annual professional and public activities.
Schedule annual performance reviews with Chair.
Maintain confidentiality of academic personnel files.
Assist faculty with participation in departmental activities including seminar presentations, mentoring, and teaching.
Comparative Medicine Master’s Program – Graduate Program Advisor (10%)
Assist graduate students with their applications, registration for classes and other requirements.
Perform all functions required in the MyGrad program.
Communicate with the Graduate School, the Registrar’s Office, and the Curriculum Office regarding matters including the DCM master’s program, grades, tuition waivers, time schedules, and course descriptions.
Residency Program Support (5%)
Assist the Academic Program Director and committee members with the selection and hiring processes, including scheduling meetings and interviews, replying to applicant queries, making travel arrangements, composing offer and rejection letters, and coordinating and conducting orientations for incoming residents.
Regularly interact with residents assisting in scheduling meetings with Chair, Program Director, faculty, and others.
Respond to queries regarding classes, rotations, and other activities.
MINIMUM REQUIREMENTS
Bachelor’s degree in Business Administration, Public Administration, Communications, or a related field.
Minimum of 2 years of progressively responsible executive-level administrative support, preferably in a higher‑education or research environment.
ADDITIONAL REQUIREMENTS
Demonstrated expertise with complex calendar management, meeting coordination, and confidential correspondence.
Experience planning and executing large‑scale events, travel arrangements, and expense reconciliation in accordance with institutional policies.
DESIRED QUALIFICATIONS
Master’s degree in Business Administration, Public Administration, Human Resources, Communications, or a related field.
Proven track record managing faculty affairs processes (recruitment, promotions, reappointments) and working with academic HR systems (e.g., Interfolio, AAC workflows).
Familiarity with UW School of Medicine policies, procedures, and shared‑services workflows (AAC, Finance & Administration, Registrar).
Strong interpersonal skills, cultural competence, and ability to build rapport across diverse faculty, staff, students, and external partners.
Experience supporting graduate or residency programs in a health‑science setting.
CONDITIONS OF EMPLOYMENT
Fast‑paced office setting with frequent interruptions and competing core business hours are 9:00 a.m. to 5:00 p.m., Monday through Friday; however, the Assistant is expected to be onsite beyond these hours—early mornings, evenings, or weekends as needed to support the Chair’s schedule and department events.
On‑site presence required full‑time for the first six months; occasional in‑evening or weekend events may be necessary.
Remote working option (one day remote per week) available after successful completion of six months, contingent on performance and department needs.
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 access 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.
Compensation, Benefits And Position Details
Pay Range Minimum: $60,924.00 annual
Pay Range Maximum: $91,380.00 annual
Benefits: For information about benefits for this position, visit https://www.washington.edu/jobs/benefits-for-uw-staff/
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 proud to be 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 206‑543‑6450 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.
#J-18808-Ljbffr