Executive Assistant – Healthcare Equity

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.

At UW Medicine, we believe that healthcare is a fundamental human right and everyone should have the same access and opportunities for the best possible outcomes. This belief is very clearly tied to our mission to improve the health of the public. However, it’s important to acknowledge that institutional racism has created inequities in society — even within our own healthcare system — that result in health disparities. We are committed to transforming the way care is provided to eliminate these inequities. Healthcare equity isn’t owned by one department or leader – everyone shares responsibility. We can all take action in our own spheres of influence and in the work we control.

Research shows that members of marginalized groups – including women, LGBTQ+ identified people, Black, Indigenous, and other people of color tend to apply to jobs only if they meet every single requirement listed. Here at UW Medicine we want the best candidates for the job, and those candidates don’t always meet 100% of the qualifications listed. If you are passionate about uniting, empowering, and celebrating diverse communities for all and breaking down barriers for equity, we encourage you to apply – especially if you’re a member of a structurally marginalized group.

The UW Medicine Office of Healthcare Equity has an outstanding opportunity for an Executive Assistant to the Chief Equity Officer, providing administrative and project management support to the Chief Equity Officer and Vice Dean for Equity Diversity & Inclusion. Under the general guidance of the Chief Equity Officer, the Executive Assistant is primarily responsible for acting as the principal liaison to the in support of the goals of UW Medicine’s Office of Healthcare Equity.

The Executive Assistant (payroll title: Assistant To The Director) will communicate frequently with key UW Medicine leaders from units across the School of Medicine and healthcare system. This position requires a detailed knowledge and understanding of UW and UW Medicine academic and clinical operations and requires exercising independent judgment and discretion in work directly related to the Office of Healthcare Equity.


Administrative Support:
• Provide administrative and calendar support to the Chief Equity Officer.
• Provide administrative and calendar support to the Vice Dean for Equity, Diversity & Inclusion.
• Field incoming, from high-level administrative contacts on complex issues with diplomacy and discretion, escalating to the appropriate individual a needed.
• Research and identify best practices and recommend courses of action to be taken to resolve the department’s administrative or programmatic functions/operations.
• Establish and maintain positive, ethical, and professional working relationships with senior leaders, and faculty, staff, students, and community members from a diverse background including race, ethnicity, sexual orientation, gender identity and religion.
• Coordinate the scheduling of and preparation for standing and/or ad hoc meetings, committee activities; take meeting minutes and identify/assign action items as requested. Following up with these items to ensure their leaders are appropriately equipped.                                  
• Perform a variety of complex writing and reporting tasks in support of the Chief Equity Officer’s activities, including composing and drafting reports, transcribing letters and memoranda, and proofreading/editing correspondence intended for a variety of audiences.
• Assist the Chief Equity Officer and partner with the Director of Operations to establish and revise department policies and procedures.
• Independently plan and carry out work assignments in accordance with established policies and procedures.
• Support office operations under direction of Director of Operations, including facilities, technology, finance and HR support.    
• Manage purchasing, and basic office supplies as needed for the Office of Healthcare Equity.
• Manage day-to-day activities of the office, including organizing supplies and maintaining a tidy environment.

Database/Records Management:
• Develop and maintain databases and tracking systems for budget recordkeeping that comply with federal, state and University regulations.
• Independently develop presentation materials, including gathering and summarizing material and using presentation software to create effective documents and presentations.
• Assist Executive Director in developing and maintaining databases and records management systems; create documents and presentations involving budget, contract, private grant monitoring and tracking systems.
• Exercise independent judgment and decision-making skills to resolve problems and generate reports for the leadership team.
• Maintain a clear understanding of all budgeting processes in UW Medicine, in order to provide effective administrative support.

Event Planning/Special Projects:
• Assist Healthcare Equity staff with event planning, coordination, scheduling, and preparation as needed for events relating to Office of Healthcare Equity activities, including but not limited to public lectures, receptions or other events targeted to medical students and residents from underrepresented and/or diverse backgrounds, and other such events as requested by the Chief Equity Officer or other Healthcare Equity staff.
• Coordinate special projects as needed.

• Bachelor’s degree in ethnic or cultural studies, social sciences, history, business administration, communications, or related field.
• Two years of relevant senior-level executive support experience or an equivalent combination of education and experience.

Additional requirements:
• High level of tact, discretion, and diplomacy; ability to handle senior-level confidential and personnel information.
• Demonstrated ability to prioritize multiple projects an tasks.
• Excellent written, verbal, and interpersonal communication skills, including the ability to communicate with individuals from diverse backgrounds and prepare communications for a variety of audiences.
• Experience using Microsoft Office (including PowerPoint, Word, Excel, Access), Microsoft Visio, Zoom, and other remote meeting/facilitation tools.

Equivalent education and/or experience may substitute for minimum requirements.

• Able to work under pressure of frequent deadlines and changing priorities in a high-volume academic setting.
• Experience providing executive-level support in a large, complex organization, preferably in a higher education or healthcare setting.

The application process for UW positions 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 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.

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.

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.