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 report