Senior Administrative Specialist - UW Medicine Advancement

Job Description

About this Opportunity

UW Medicine Advancement is a passionate, 95-person team that works collaboratively to connect donors with meaningful opportunities that enhance patient care, expand educational opportunities, and advance research across UW Medicine. In fiscal year 2026, UW Medicine Advancement raised over $488 million in gifts and private grants (55 of UW’s total) from 31,000 donors in support of its mission. Learn more about UW Medicine Advancement at https://give.uwmedicine.org/careers/.

UW Medicine has an exciting opening for a Senior Administrative Specialist. This is a full-time permanent position.

All applications must be submitted no later than 11:59pm PT on September 1, 2026.

Reporting to the Assistant Vice President for Health System Philanthropy, the Senior Administrative Specialist is responsible for providing high-level administrative, project management, operational, and executive support to multiple senior leaders and their teams. This includes the Assistant Vice President for Health System Philanthropy, two Senior Directors for Health System Philanthropy, and the Senior Director for Finance and Operations. Assigned supported leaders and teams may evolve to meet business needs.

This role serves as a trusted partner in a dynamic healthcare philanthropy environment, helping leaders advance fundraising, donor engagement, operational excellence, and team effectiveness while building strong relationships across UW Medicine and the University of Washington.

UW Medicine Advancement is a collaborative team dedicated to connecting donors with opportunities that improve patient care, expand education, and accelerate research.

What You Will Do

Operations Administration (40%)

• Coordinate administrative operations and serve as a liaison with UW Medicine Advancement, University Advancement, UW Medicine entities, and external stakeholders.
• Manage onboarding, interview scheduling, training coordination, and administrative process improvements that support new employees.
• Support travel planning, reimbursement processing, reporting, CRM data management, and other operational workflows.
• Exercise independent judgment in resolving requests, interpreting procedures, and escalating matters when appropriate.
• Collaborate with the administrative specialist team to strengthen service delivery and organizational effectiveness.

Complex Scheduling and Executive Support (40%)

• Manage complex calendars, meetings, interviews, retreats, donor visits, and executive briefings for multiple senior leaders.
• Coordinate logistics, materials, correspondence, agendas, presentations, meeting minutes, and follow-up actions.
• Serve as a primary point of contact for internal and external inquiries, exercising discretion and professionalism.
• Facilitate donor interactions by coordinating meeting arrangements, room preparation, visitor logistics, and supporting materials.
• Maintain effective communication and stakeholder relationships across the organization.

Event Coordination and Special Projects (20%)

• Manage and support events, retreats, recognition programs, donor visits, volunteer committee meetings, and special projects.
• Coordinate venues, vendors, audiovisual needs, communications, and event logistics.
• Prepare agendas, discussion materials, presentation content, and documentation for recurring leadership and fundraising meetings.
• Track project milestones, meeting outcomes, and historical records to support informed decision-making.
• Provide occasional support for events occurring outside standard business hours, including evenings and weekends.

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

• Bachelor of Arts degree in any field and four or more years of providing direct support of an executive, senior administrator, or lead faculty member in an administrative office environment.

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

Additional Qualifications

• Demonstrated project management with creativity, organizational ability, empathy and strong attention to detail. Ability to manage emerging priorities and varying project timelines. 
• Strong interpersonal and customer service skills, with the abil