Division of Education Executive Assistant

Job Description

UWs 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 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:

Pay Range Maximum:

Other Compensation:

Benefits:

Temporary or Regular

FTE (Full-Time Equivalent):

Union/Bargaining Unit:

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 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 committed to fostering an inclusive respectful and welcoming community for all. As an equal opportunity employer the University considers applicants for employment without regard to race color creed religion national origin citizenship sex pregnancy age marital status sexual orientation gender identity or expression genetic information disability or veteran status consistent with UW Executive Order No. 81.

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.