Administrative Assistant 3 - UW Pediatrics, Division of Genetic Medicine

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 Department of Pediatrics has an outstanding opportunity for a Administrative Assistant 3 to join their team.

Position Summary

The UW Department of Pediatrics is committed to improving the health of children and adolescents through education, research, advocacy, and clinical care. The Division of Genetic Medicine, one of 20+ subspecialty divisions, is dedicated to excellence in patient care, education, and research across diverse disciplines including clinical genetics, molecular genetics, and neurology.

The Division of Genetic Medicine seeks an Administrative Assistant 3 to provide high-level administrative support to the Division Head, research labs, and overall division operations.

DUTIES AND RESPONSIBILITIES

Division Head Administrative Support

• Organize and manage the Division Head's calendar, appointments, and meetings using Outlook.

• Coordinate travel arrangements for the Division Head and others as needed.

• Draft, proofread, and edit correspondence, reports, and presentations.

• Handle email correspondence and respond to inquiries on behalf of the Division Head.

• Manage sensitive and confidential information with discretion and professionalism.

Genetic Medicine Labs Administrative Support

• Assist with planning and organizing special projects or events.

• Make travel arrangements for lab members as directed.

• Support meeting logistics for research teams.

• Assist with tracking expenses and performing data entry.

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Division Administrative Support

• Plan, organize, and manage division events, conferences, seminars, and workshops.

• Provide calendar support for the Division Administrator.

• Support recruitment efforts, including candidate screening for research and administrative staff.

• Facilitate communication with prospective faculty candidates.

• Manage candidate experience during recruitment, including interview day coordination, travel/lodging arrangements, clinic tours, and reimbursement support.

• Coordinate interview logistics for the recruitment committee, including scheduling and communication.

• Oversee faculty affairs processes, including documentation, communication, and tracking of parallel workflows.

• Maintain division records and databases, ensuring compliance with retention policies.

• Collaborate with other departments and divisions to support communication and information sharing.

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MINIMUM REQUIREMENTS

• High School Diploma or GED.

• Three years of office or administrative support experience, or equivalent education/experience.

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

DESIRED QUALIFICATIONS

• Previous administrative experience, preferably in higher education or a medical/research setting.

• Proficiency with Microsoft Outlook, Teams, PowerPoint, and Zoom.

• Strong organizational skills, effective communication, initiative, flexibility, and attention to detail.

• Customer service orientation and ability to adapt quickly to change.

• Familiarity with University of Washington systems and procedures.

Compensation, Benefits and Position Details

Pay Range Minimum:

$47,448.00 annual

Pay Range Maximum:

$63,468.00 annual

Other Compensation:

Benefits:

For information about benefits for this position, visit

Shift:

First Shift (United States of America)

Temporary or Regular?

This is a regular position

FTE (Full-Time Equivalent):

100.00%

Union/Bargaining Unit:

SEIU Local 925 Nonsupervisory

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 or .

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 ( .

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