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 …