SENIOR ADMINISTRATIVE SPECIALIST

Req #: 247010 Department: UW Medicine Advancement Job Location: Remote/Hybrid, Seattle - South Lake Union Job Location Detail: These positions work onsite at least 2 days per week and are eligible for up to 3 days of remote work Posting Date: 06/18/2025 Closing Info: Open Until Filled Salary: $6,667 - $7,517 per month Other Compensation: Shift: 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 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.

UW Medicine Advancement has an excellent opportunity for two Senior Administrative Specialists to join their team.

At UW Medicine, we work to improve health for all people through excellence in clinical, research, and education and training programs. As the only comprehensive clinical, research and learning health system in the five-state WWAMI (Washington, Wyoming, Alaska, Montana, Idaho) region, UW Medicine provides the most up-to-date care for each individual patient, leads one of the world’s largest and most comprehensive medical research programs, and provides innovative learning programs for students, trainees, and practitioners in the health professions.

The passionate, 86-person team at UW Medicine Advancement works collaboratively to connect donors with meaningful opportunities to enhance patient care, expand educational opportunities and advance research at UW Medicine. This inspiring, challenging and rewarding work provides team members an opportunity to grow their careers, while making a difference in people’s lives, in our community and around the world. In the 2024 fiscal year, UW Medicine Advancement raised nearly $305 million in gifts and private grants (48 percent of the University of Washington’s total) from 14,300 donors to support the mission of UW Medicine. You can find out more about UW Medicine Advancement’s priorities and office culture on our career website: https://give.uwmedicine.org/careers-uw-medicine-advancement/

POSITION PURPOSE
There are two open positions available in this job posting, both are Senior Administrative Specialists. Each Senior Administrative Specialist provides direct and far-reaching support as a trusted partner to support three leaders at UW Medicine Advancement and their teams, and lead special projects as assigned.

One Senior Administrative Specialist reports to the Assistant Vice President for Pipeline Strategy and Campaign Analytics and serves as a dotted-line manager to an Advancement Services Officer. This position also supports the Associate Vice President for Strategic Planning, Operations, and Campaign and the Senior Director for Philanthropy and Acquisition.

The other Senior Administrative Specialist reports to the Assistant Vice President for Campaign and also supports the Assistant Vice President for Development Marketing and Communications and Senior Director for Engagement and Communications.

Each Senior Administrative Specialist delivers senior-level project management and administrative support with professionalism, discretion, and sound judgment. Responsibilities include special project coordination and management, executive scheduling and briefing, internal and external communications, planning meetings and interviews, travel arrangements and reimbursements, onboarding, and managing other administrative functions. Assigned supported leaders and teams may change over time to support team growth and evolving business needs.

This role requires the ability to navigate a fast-paced environment with complexity and ambiguity. This position manages relationships with diverse stakeholders, including UW Medicine leaders, faculty, donors, and campus partners.

The positions are part of a team of eight administrative specialists at UW Medicine Advancement who provide central support and are led by the Executive Assistant. All administrative specialists collaborate to improve operations and foster a positive, productive workplace culture. Both Senior Administrative Specialists have a dotted-line reporting to the Executive Assistant.

DUTIES AND RESPONSIBILITIES
Operations Administration - 40%
Administrative duties include coordinating with the unit’s team of administrative specialists and acting as liaison for UW Medicine Advancement with other offices both in University Advancement and UW Medicine.

Serve as liaison with staff and faculty within the School of Medicine, UW Medicine, and University Advancement. Serve as a liaison with high-level volunteer groups, major donors, vendors, and other external audiences.

Routinely exercise independent judgment and decision-making skills, set own work priorities, interpret policies, and provide direction, expertise, and assistance.

Independently evaluate and take action on requests that affect the UW Medicine Advancement office while recognizing strategic priorities and when to escalate.

Assist with the assessment of the support staff needs for UW Medicine Advancement office and with the hiring and training of permanent and temporary employees. Promote teamwork and professionalism.

Schedule interviews and coordinate the onboarding program for new employees.

Handle travel arrangements and prepare and submit reimbursement requests for supported leaders and their team members.

Pull weekly and monthly reports from Reportal database as requested. Assist with entering donor contact reports into UW’s proprietary CRM as requested.

Coordinate with administrative team to ensure that main Advancement phone line and central office email addresses are covered and responses to callers and correspondence are timely and appropriate.

The Senior Administrative Specialist that reports to the Assistant Vice President for Pipeline Strategy and Campaign Analytics Serve serves as a dotted-line supervisor to an Advancement Services Officer and is expected to lead by example, and offer mentorship and guidance.

When requested, provide administrative support to the Chief Advancement Officer, Associate Vice Presidents, Assistant Vice Presidents or Senior Directors in the absence of their administrative specialist.

Complex Scheduling and Administrative Support – 50%

Calendar management for supported leaders:

Schedule meetings, appointments, conferences, interviews, retreats and other team-building meetings with staff. Secure briefings and materials for these engagements.

Schedule donor visits, gather all necessary materials, and ensure that the donor has directions, parking instructions, and is met at the reception desk. Set up meeting rooms for attendees.

Maintain list of assistants for executives, faculty, UW colleagues and donors as contacts.

Receive and screen meeting invitations.

Screen telephone calls and incoming requests for supported leaders.

Make independent judgments on possible solutions such as referrals to other staff members as appropriate.

Draft responses and provide replies based upon knowledge of the views and actions of supported leaders.

Assist with correspondence, meeting minutes, PowerPoint and Excel materials to support presentations, reports and proposals for internal and external audiences.

Draft and copyedit written materials.

Event Coordination and Special Projects – 10%

Work with Executive Assistant and independently to plan for all-staff events such as retreats, meetings, and recognition events.

Contact speakers, coordinate with vendors.

Coordinate venue, food, A/V, set-up, clean-up (events staff may provide advice/assistance).

Assist with special projects as needed.

Provide administrative support for high-level fundraising volunteer committees.

Provide information on advancement policies and philanthropy issues for internal and external audiences.

Draft and coordinate agenda items and discussion documents/PowerPoints for various internal recurring meetings (for example, Principal Giving Prospects (PGP) monthly meetings and Frontline Fundraiser-FLF monthly meetings), take minutes, and track all information from these meetings for historical purposes.

Assist with A/V set-up for hybrid meetings and in-person meetings.

MINIMUM REQUIREMENTS

Bachelor of Arts degree and three or more years of providing direct support of an executive, senior administrator, or lead faculty member in an administrative office environment.

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

ADDITIONAL REQUIREMENTS

Aligns with UW Medicine's Executive Order 31 Nondiscrimination and Affirmative Action by valuing diversity and inclusion. Is committed to building and sustaining a community in which all employees achieve the knowledge, skills and attitudes that value and embrace inclusiveness, equity and awareness to unleash creativity and innovation.

UW Medicine employees are expected conduct themselves in a professional manner in accordance with UW Medicine Policy on Professional Conduct . An assessment of professionalism is a factor considered in performance reviews, salary adjustments and promotion.

Demonstrated project management with creativity, organizational ability, empathy and strong attention to detail. Ability to manage emerging priorities and varying project timelines.

Strong interpersonal skills and customer service orientation. Poised, professional manner and the ability to communicate clearly, directly and empathetically in all interactions: verbal and written communications, one-on-one conversations and in groups, etc.

Demonstrated ability to proactively and skillfully engage others in ways that help resolve differences, manage conflicts and build consensus, all with the best interests of the organization in mind.

Demonstrated strong computer skills, including strong proficiency with Microsoft Outlook, Word, Excel, PowerPoint, SharePoint and Teams for calendaring, correspondence, presentations, special reports, spreadsheets, etc. Comfort with learning new software.

Works to resolve conflicts and differences through dialog and open communication in a timely manner. Sees every difference as an opportunity for growth and change.

Ability to make decisions in ambiguous situations, exercise good judgment based on information and analysis in a fast-paced, dynamic, deadline-driven environment in an organized and professional manner.

Demonstrated ability to maintain confidence and protect confidential information.

DESIRED QUALIFICATIONS

Program management experience and certifications.

Experience working in a collaborative administrative team.

Knowledge of development/advancement principles.

Experience with UW travel, purchasing, budget and timekeeping systems and policies.

Experience working with complex CRMs.

WORKING ENVIRONMENTAL CONDITIONS

Cubicle/Open workspace environment which may result in additional or higher levels of noise and visual distractions.

Occasional travel to support local special events or meetings.

Attitudes, Behaviors and Skills We Value AT UW MEDICINE ADVANCEMENT

• Placing team goals before individual goals

• Assuming the best of intentions from faculty and colleagues

• Embracing a spirit of continuous improvement
o Focus on the highest priorities and manage time accordingly
o Manage and improve programs independently and build ownership over time
o Anticipate needed next steps; think through problems and roadblocks
o Approach work strategically, keeping the big picture in mind
o Address problems proactively and present potential solutions for resolution

• Learning from each other
o Demonstrate the desire to learn new things while also meeting current position responsibilities
o Take the time to build fluency in ALL fundraising operations
o Be a proactive problem-solver; show resourcefulness in anticipating and addressing issues and concerns

• Demonstrating professionalism
o Transparency: Be honest and straightforward with colleagues and donors
o Attitude: Work with a positive and collaborative approach
o Humility: Share credit generously; take ownership of challenges (“be generous with credit and selfish with blame”)
o Dedication: Consistently follow through; keep your word

• Maintaining high emotional intelligence
o Build, maintain and recover relationships with internal and external constituents
o Partner and communicate well with supervisor and peers
o Hone self-awareness, including the ability to admit mistakes and knowing when to correct course.

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Salary : $6,667 - $7,517