Division of Education Executive Assistant

Job Description

UW’s Division of Education, a Division of the Department of Surgery, School of Medicine has an exciting opportunity for an Executive Assistant.

POSITION PURPOSE

The Executive Assistant provides direct support to the Vice Chair of Education, the General Surgery Residency Program Director and program support to the Division of Education. This role is responsible for managing complex scheduling, preparing and managing high-level complex meetings, and managing events and educational programs. They serve as the primary point of contact for the Division of Education and are a liaison with internal and external stakeholders at local, national, and international levels. The Executive Assistant is responsible for daily operations support, including project management, event planning, and meeting coordination for the division and associated committees.

The Executive Assistant reports directly to the Vice Chair for Education with a strongly matrixed reporting relationship to the Program Director of the General Surgery Residency Program and day-to-day oversight from the General Surgery Program Manager.

Major Job Duties are in two categories:

Executive Administrative Support to the Vice Chair for Education, Department of Surgery = 50%

Calendar Management:

• Coordinate complex schedules to include management of their graduate medical education duties, their clinical practice and other academic duties.
• Must have a strong understanding of all aspects of the work and manage the calendars to optimize priorities and time.
• Meeting Preparation: Arrange a wide variety of meetings, to include (but not limited to) regular meetings with residents, mentors, all program directors and associate program directors, ad hoc taskforces, and the annual State of Residency meeting. Duties will include:

Communication Management

• Manage recurring Division of Education communications by drafting and finalizing emails or other forms of communication, ensuring all members of the Education Division are up to date on policies, practices and other important communications.

Program Operations Support: Division of Education (DoE): 50%

Event Management: Work with leadership to plan Department of Education events. Oversee all logistics and planning for several large-scale and complex events, including (but not limited to):

• Annual Education Seminar; Education Team Building Day
• DoS Education Graduation events
• Bi-annual Residency Program Council

Project Coordination and support (under direction of Department of Education Leadership), including:

• Annual program evaluation and Clinical Competency Committee.
• Accreditation Data System updates and summative evaluations
• Board of Surgery (ABS) application
• Administer the Education Division Verifications System; maintain the database,
• Update the Division of Education intranet; maintain and make updates.
• Schilling research and budget management

Strong organizational skills, discretion, and professionalism are essential. The Executive Assistant must manage sensitive information with the utmost confidentiality, exercise sound judgment, and communicate effectively in both written and verbal forms. Success in this position requires attention to detail, initiative, the ability to manage competing priorities, and a collaborative spirit.

Our Mission and How This Position Contributes to the Department of Surgery and the University:

The Division of Education in the Department of Surgery is a busy office and interfaces with high-level offices locally, regionally, nationally and internationally. The General Surgery Residency program at the University of Washington is a large program, with approximately 100 residents. It is in the top 1% of graduate surgical education programs in the USA and regularly draws from the top tier of medical students for its residents. There are myriad regulations that cover graduate medical education, and the program is regularly reviewed internally as well as by the external accrediting body to assure that it meets standards of excellence. Managing this enterprise is complicated. A small, but dedicated staff, together with an excellent program director, has kept this program one of the best in the country.

The Department of Surgery is among the largest clinical departments within the School of Medicine, and its strategic and financial impact on UW Medicine are disproportionately greater than the size of the department. The department has grown substantially over the last 3-4 years, by about 25% — and we continue to appropriately, but rapidly, add faculty, programs, and staff. As of January 2025, the department composition is 151 paid professorial track academic faculty located at all the UW clinical sites; 161 clinical faculty located throughout the community and WWAMI region; Four (4) ACGME residency programs (General Surgery, Plastic Surgery, Cardiothoracic Surgery and Vascular Surgery) with 107 residents in these four programs. 20 ACGME and research fellowships; 150 administrative and research staff. More information about the Department of Surgery can be found at https://uwsurgery.org/.

Our Commitment to Equity, Diversity, and Inclusion

The Department of Surgery strives to dismantle systemic racism, eliminate healthcare disparities, and promote health equity in our work. Racism and intolerance have no place in our community. We celebrate our multitude of intersecting identities and commit to the ongoing effort of creating an inclusive and supportive workplace climate.

Minimum Requirements:

• BA in education, business, communications, or other relevant field.
• 2 Years’ experience in administrative duties.

Additional Requirements:

• Exceptional organizational & time management skills: Ability to independently manage complex projects, prioritize tasks, and meet deadlines with minimal oversight.
• Advanced communication & interpersonal skills: Strong written and verbal communication; able to build trust and collaborate effectively with faculty, staff, and trainees.
• Strategic thinking & operational alignment: Capacity to see the big picture and align administrative processes with programmatic and institutional goals.
• Technical proficiency & problem-solving ability: Expert-level use of Microsoft Office Suite, Adobe, Zoom, and scheduling tools; resourceful and analytical in resolving issues independently.

Desired/Preferred Qualifications:

• Prior work in an academic medical setting.
• Prior work in graduate medical education programs.
• Experience with MedHub and other UW GME systems.

Conditions of Employment:

• 2-3 days per week telework possible.
• Will be required, on occasion, to participate in team activities that take place onsite during different days/timeframes than regularly scheduled work hours.

Compensation, Benefits and Position Details

Pay Range Minimum:

$61,368.00 annual

Pay Range Maximum:

$80,004.00 annual

Other Compensation:

Overtime

Benefits:

For information about benefits for this position, visit https://www.washington.edu/jobs/benefits-for-uw-staff/

Shift:

First Shift (United States of America)

Temporary or Regular?

This is a regular position

FTE (Full-Time Equivalent):

100.00%

Union/Bargaining Unit:

Not Applicable

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 [email protected].

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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