Commission Meeting Coordinator & Administrative Assistant (AA3) DOH8648

Description

Commission Meeting Coordinator 

Administrative Assistant 3 (AA3)

Permanent · Full-time · In- Person

Join the Washington State Medical Commission (WMC) in its mission to promote patient safety and uphold the integrity of the medical profession. As our Commission Meeting Coordinator & Administrative Assistant, you will play a vital role in supporting the Commission’s work through thoughtful coordination, strong communication, and reliable administrative support.

This position serves two primary functions:

• Meeting Coordination: You will lead the planning and execution of the Commission’s business and case review meetings, ensuring all logistics, materials, and communications are aligned and timely.
• Administrative Support: You’ll provide dedicated assistance to the staff who support the Full Commission Members (appointed by the Governor) and Pro-Tem Members (appointed by the WMC Executive Director in collaboration with the Secretary of Health).

Key Responsibilities:

• Organize, coordinate, and support Commission meetings and case reviews.
• Serve as the liaison for Commission members, staff, and external partners regarding meeting logistics.
• Draft and distribute meeting agendas, minutes, and related materials.
• Track and support compliance with open meeting requirements.
• Maintain calendars, correspondence, and documentation for Commission business.
• Assist with onboarding and engagement of appointed Commission Members.

Why Join Us?

 Your work will directly impact the health and safety of Washington residents by supporting a fair, efficient, and transparent disciplinary process for licensed medical professionals. You’ll be part of a passionate and collaborative team with a shared commitment to integrity and excellence.

Location and Flexibility 

Enjoy the flexibility of our hybrid work environment, where you can balance working from home and collaborating in the office. It is anticipated that you’ll be expected at the DOH facility located in Tumwater for work activities 12 days a year.

Required Qualifications (you must meet ONE of the options provided and any additional criteria listed): 

Experience defined below may have been gained through paid or unpaid activities. Please ensure any relevant experience defined below is outlined in your cover letter, resume, and/or applicant profile.

Three (3) or more years of experience in an office/clerical, secretarial, or general administrative environment using office organization methods/practices for performing complex clerical and administrative tasks. 

Experience will include proficiency in:

• Customer service experience that includes resolving problems and responding to inquiries regarding policies, procedures, and services.
• Agile written and verbal communication skills to provide direction and information to varied levels of involvement and commitment.
• Project support experience that includes scheduling, orchestration of work to meet deadlines, and reporting progress to project managers.
• Practical skills in Microsoft Office Suite to include Excel for spreadsheet tasks, database management, MS Word for document creation and formatting, and Microsoft Outlook or similar email systems for electronic correspondence and scheduling. 
• Facilitation support to include organizing meetings, setting up and operating audiovisual equipment or software.

Preferred Qualifications:

• Experience in monitoring program activities, identifying deviations from standard
• Experience with reviewing and proofreading documents for completeness and accuracy
• Background in refining procedures, streamlining workflows, and maintaining operational standards.
• Preparing procurement requests, ensuring adherence to organizational policies.
• Support virtual meetings and presentations using Zoom, Teams, or GoTo Meeting.
• Schedule meetings, arrange travel, and coordinate staff calendars.

Benefits and Lifestyle

We prioritize your work-life balance and offer one of the most competitive benefits packages nationwide, tailored to support your lifestyle. Discover more about "Why DOH" by visiting Work@Health.

We are the Washington Medical Commission (WMC)

At the WMC, we focus on the delivery of safe medical care by licensees, with our efforts focusing on quality care and increasing patient access. The WMC is a full-scope regulatory organization with units covering licensing, investigations, legal services, compliance, data analytics, communications, and policy. The 64 WMC staff work primarily remotely and range from administrative staff to clinically trained investigators. 

Conditions of Employment:

This position is covered by a bargaining unit for which the Washington Federation of State Employees (WFSE) is the exclusive representative. 

I am prepared, with or without accommodations, to do the following:

• Commit to a full-time 40-hour workweek schedule (flexible work schedule requests must be approved supervisor).
• Communicate through applications such as MS Teams and MS Outlook, and by phone while working remotely.
• Adjust my work schedule occasionally to align with business needs, which may entail working evenings and weekends.
• This position is eligible for teleworking 
• Perform my job duties either remotely from home or in-person at the designated DOH site location.
• Occasional travel may be necessary, sometimes requiring overnight stays or trips out of state. You must be able to legally drive a vehicle or arrange alternative transportation for state business.
• Engage in emergency response exercises and high-priority assignments as assigned during emergency events. 

APPLICATION DIRECTIONS:

To apply, click "Apply" and complete the application. Attach your resume and cover letter. 

In your Applicant Profile, include at least three professional references (including a supervisor, a peer, and someone you’ve supervised or led, if applicable). Please do not include private information such as social security number or year of birth.

Do attach the following:

• Resume
• Cover letter
• DD-214 (if applicable)

Veterans Preference: Applicants wishing to claim Veterans Preference must attach a copy of their DD-214 (Member 4 copy), NGB 22, or a signed verification of service letter from the United States Department of Veterans Affairs to their application. Please remove or cover any personally identifiable data such as social security numbers and birth year

Do not include or attach the following – these documents or details will not be reviewed:

• REMOVE personal photos – do not submit any documents containing personal photos. 
• Transcripts (unless specifically requested in the Application Directions)
• Certifications or Diplomas
• Projects or Portfolios
• Letters of Recommendation

Equity, Diversity, and Inclusion: We regard diversity as the foundation of our strength, recognizing that differing insights and abilities enable us to reflect the unique needs of the communities we serve.  

DOH is an equal opportunity employer. We prohibit discrimination based on race/ethnicity/color, creed, sex, pregnancy, age, religion, national origin, marital status, the presence or perception of a disability, veteran’s status, military status, genetic information, sexual orientation, gender expression, or gender identity. 

Questions and Accommodations: If you have questions, need assistance with the application process, require an accommodation, or would like to request this posting in an alternative format, please contact Andrea Thieme at [email protected] and reference the recruitment number (DOH8648).

Technical Support: Reach out to NEOGOV directly at 1-855-524-5627 for technical support and login issues. 

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Supplemental Information

This recruitment may be used to fill positions of the same job classification across the agency. Once all the position(s) from the recruitment are filled, the candidate pool may be used to fill additional open positions for the next sixty (60) days. 

Only applicants who follow the directions and complete the Application Process in full will have their responses reviewed for consideration. 

Experience and education selected, listed, or detailed in the Supplemental Questions must be verifiable on the submitted applicant profile.

Please note: The salary listed does not reflect the upcoming 3% general wage increase effective July 1, 2025.