Administrative Assistant 3

Job Description

Department of Genome Sciences at the Brotman Baty Institute for Precision Medicine has an outstanding opportunity for Administrative Assistant 3 to join their team.

The Brotman Baty Institute for Precision Medicine (BBI) launched in 2017 with a transformational $50 Million founding gift by the Brotman and Baty families, is a key strategic initiative of UW Medicine, Fred Hutchinson Cancer Research Center, and Seattle Children’s Hospital. This unprecedented level of partnership and cooperation brings together hundreds of outstanding researchers from across Seattle’s three major research institutions to accelerate development and application of precision approaches in basic science research, clinical diagnosis, treatment and prevention.  

About this Opportunity:

Reporting to the Administrative Director, Administrative Assistant 3 provides comprehensive administrative, operational, and communications support to the Brotman Baty Institute (BBI) and its affiliated faculty. This role manages complex calendars, meetings, events, communications, and special projects; serves as a key point of contact for internal and external stakeholders; supports budget and financial activities; and assists with committee and institute functions. The successful candidate will exercise independent judgment, maintain confidentiality, improve administrative processes, and help ensure the efficient operation of a fast-paced, collaborative research environment.

 

 

Key Responsibilities:

General Administrative Support – 50%

• Provide comprehensive administrative support to BBI faculty, including activities related to research, instruction, mentoring, and strategic initiatives.

• Manage multiple complex and frequently changing calendars, proactively coordinating schedules, resolving conflicts, and anticipating needs to ensure efficient use of faculty and leadership time.

• Coordinate meetings and events, including oversight of logistics of scheduling room bookings/rentals, event budgets, materials preparation, invitations, catering orders, A/V coordination, parking accommodation, and expense reimbursements.

• Plan, schedule, and coordinate business travel, including travel arrangements, and reimbursement processing.

• Prepare professional correspondence, reports, presentations, and briefing materials for faculty and leadership.

• Serve as a primary point of contact for routine and complex inquiries, providing accurate information and exceptional customer service to internal and external stakeholders.

• Independently resolve administrative issues and complaints, escalating more complex matters to appropriate personnel when necessary.

• Support student recruitment efforts, including resume review, interview scheduling, and candidate communications.

• Coordinate and support special projects and initiatives as assigned.

Institute Operations & Program Support – 30%

• Serve as a key administrative resource for the Brotman Baty Institute (BBI), supporting day-to-day operations and programmatic activities.

• Provide support to all BBI staff, always being team oriented, friendly, approachable, and reliable.

• Support website updates, social media communications, newsletters, and executive-level communications materials.

• Assist with office space planning, facilities coordination, equipment needs, access management, and related operational activities.

• Serve as a resource for administrative and operational staff, providing guidance on processes, procedures, and best practices.

• Maintain records of Institute policies and procedures and communicate changes to appropriate personnel.

• Maintain and update course materials and module organization in Canvas learning management system in support of faculty instruction.

• Perform other duties as assigned by the direct supervisor or others with supervisory authority, consistent with the scope and level of the position.

 

Document Preparation & Project Coordination – 20%

• Perform complex document preparation assignments, including research, writing, proofreading, editing, formatting, and coordination of review processes.

• Prepare figures, graphics, presentations, and other materials for publications, meetings, and conferences.

• Coordinate administrative support for grant submissions, annual reporting requirements, competing renewals, and related administrative processes.

• Track and monitor internal and external deadlines associated with reports, publications, and institutional requirements.

• Assist with Genome Sciences Grants Managers, BBI-affiliated institutions, and their respective Offices of Sponsored Research or Sponsored Programs regarding extramural funding submissions.

• Prepare correspondence and complex reports tailored to the needs of diverse audiences and stakeholders.

• Monitor and reconcile expenses, support budget tracking, process reimbursements and purchasing transactions, and assist with financial reporting activities.

• Exercise independent judgment in prioritizing competing responsibilities and delivering accurate, high-quality work in a fast-paced environment.

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:

• High School/GED AND three years of office or administrative support experience. Or

• Equivalent education and/or experience may substitute for minimum qualifications except when there are legal requirements, such as a license, certification, and/or registration.

• Applicants who do not meet these qualifications WILL NOT be forwarded to the Hiring Manager.

 

Additional Qualifications:

• Proficiency in Microsoft Office Suite applications, including Outlook, Word, Excel, PowerPoint, and Teams, with the ability to create and manage correspondence, reports, presentations, spreadsheets, databases, and other business documents.

• Experience coordinating complex schedules, meetings, events, and travel arrangements.

• Experience in handling confidential and sensitive information.

• Proficiency with the Google docs and calendar ecosystem.

• Ability to do basic web development and coding work to maintain and update the institute website.

• Excellent attention to detail, and ability think through steps and processes to anticipate potential problems before they arise.

• Ability to think creatively and troubleshoot problems

• Experience and expertise maintaining relationships with funders, donors or sponsors.

Preferred Qualifications:

• Bachelor’s degree with one year of administrative experience.

• Experience providing administrative, communications, or project coordination support in a complex organization.

• Experience working in a higher education and/or basic sciences research environment.

• Demonstrated excellence in writing, editing, proofreading, and preparing professional communications, reports, and procedural documentation.

• Strong organizational skills, including the ability to prioritize competing responsibilities and manage a high-volume workload with frequent interruptions and changing deadlines.

• Demonstrated ability to work independently, and identify opportunities to improve processes and operational efficiency.

• Familiarity with learning management systems (Canvas), website content management, and digital communication platforms is preferred.

• Experience with Workday Finance, including expense processing, reimbursements, purchasing, and financial transaction management.

• Ability to work collaboratively as a key member of an administrative and operations team while maintaining a high level of initiative and accountability.

 

Working Conditions:

• Work is performed primarily in a standard office environment with 2- days hybrid option.

• The position requires prolonged periods of sitting and viewing computer screens.

• Occasional movement throughout campus is required to coordinate meetings and events. The position might involve lifting items up to approximately 30 pounds.

• Ability to work evenings and weekends as needed to support institute events and conferences.

Compensation, Benefits and Position Details

Pay Range Minimum:

$48,396.00 annual

Pay Range Maximum:

$64,740.00 annual

Other Compensation:

-

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:

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 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 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.