As a UW employee, you have a unique opportunity to change lives on our campuses, in our state and around the world. UW employees offer their boundless energy, creative problem solving skills and dedication to build stronger minds and a healthier world. UW faculty and staff also enjoy outstanding benefits, professional growth opportunities and unique resources in an environment noted for diversity, intellectual excitement, artistic pursuits and natural beauty. All of which has allowed the UW to be nationally recognized as a "Great College to Work For" for five consecutive years. The Division of Gastroenterology has an excellent opportunity for an Administrative Specialist to serve as the executive assistant to the Division Head and manage divisional communications efforts.The Division Head represents the University of Washington in many capacities regionally, nationally, and internationally. The Administrative Specialist works directly with the Division Head to ensure policy compliance in a variety of areas, and has a direct impact on the integrity and quality of the Division's programs. The Division shares the University's missions of teaching, research and service. A fundamental part of fulfilling those missions is communicating with numerous constituencies. The Administrative Specialist ensures that this is done in a manner that is consistent with the University's mission of maintaining integrity, veracity, accuracy, and honesty. The Administrative Specialist shares responsibility for ensuring that the reputation of the Division and University are maintained to the highest standard. Responsibilities include:Website, Print and Communications Management Use understanding of audience to develop and update divisional website and associated content;Design and produce print and other visual materials, including necessary formatting for print, reproduction and/or dissemination; Continual incremental design strategy for refreshing and adding to website;Research information for continual development of website content;Collaborate and liaison with Deparmental website development team to assure integrity of divisional website development efforts; Develop external and internal awareness of divisional programs and accomplishments;Upload documents: SharePoint, network drives; Coordinates production for all in-house digital printing jobs including layout, paper allocation, and bindery services;Executive Assistant to the Division Head Coordinate day-to-day activities for the Division Head;Transcribe and prepare confidential correspondence and obtain data needed for reports;Organize and facilitate meetings, conferences and itineraries;Assist the Division Head with Department, University, and National committee work; Manage annual endowed lecture and reception;Coordinate visits of faculty candidates, visiting professors, lecturers, and consultants;Manage weekly academic conferences;Organize high-level meetings involving executive heads of the University, UW Medicine, and its affiliates;Develop agendas, take minutes, and plan organizational events and meetings;Type, proofread, and edit content of documents and presentation materials using broad-based software skills;Compose, sign, and release correspondence on behalf of department or unit management;Records Management: Keep records spreadsheet up to date, Archive boxes to Iron Mountain/UWMC Records/Records Management, Prepare paper work, Handle box pickups, Box Retrieval requests; Process travel reimbursementsRecords management: keep records spreadsheet up to date, archive boxes to iron mountain/uwmc records/records management; prepare paper work, handle box pickups, box retrieval requestsCollect CVs and other documentation from facultyOrder administrative suppliesDistribute mailSubmit work/repair ordersProvide ad hoc administrative support for projects or initiativesComplete miscellaneous assignments from faculty, such as section leadershipOther duties as assignedSpace and related operations management Within scope of position, acts as primary connection between the Division, UWMC and other UW Medicine offices, faculty and outside clients.Exhibits excellent communication and interpersonal skills in many forms and contexts, including discussions with current and new faculty, discussions with partners in UWP and UWMC, and other entities as necessary;Understands operational issues in the broader context of the program, the Division, the Department, the School of Medicine and the various hospital campuses and can appropriately handle, delegate or escalate issues as necessary;Independently manages projects and processes with respect to: office space and office equipment; inventory and implementing inventory-related activities; renovations/remodeling projects equipment acquisitions and general office maintenance;Independently creates and maintains office management systems that comply with federal, state and University regulations (including EH & S, Records Retention, HIPPA compliance regulations, etc);Plans and coordinate Divisional events such as, the annual Holiday Party, DDW Reception, and other staff and team building events.As a UW employee, you will enjoy generous benefits and work/life programs. For detailed information on Benefits for this position, click here.REQUIREMENTS: Bachelor's Degree in related field and one year of related work experience.Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration.DESIREDThree years of administrative experience in an academic settingPrevious experience with website design in an academic environmentCONDITIONS OF EMPLOYMENT Application Process:The application process for UW positions may include completion of a variety of online assessments to obtain additional information that will be used in the evaluation process. These assessments may include Workforce Authorization, Cover Letter and/or others. Any assessments that you need to complete will appear on your screen as soon as you select "Apply to this position". Once you begin an assessment, it must be completed at that time; if you do not complete the assessment you will be prompted to do so the next time you access your "My Jobs" page. If you select to take it later, it will appear on your "My Jobs" page to take when you are ready. Please note that your application will not be reviewed, and you will not be considered for this position until all required assessments have been completed.
Founded in 1861, the University of Washington is one of the oldest public institutions in the west coast and one of the preeminent research universities in the world. The University of Washington is a multi-campus university comprised of three different campuses: Seattle, Tacoma, and Bothell. The Seattle campus is made up of sixteen schools and colleges that serve students ranging from an undergraduate level to a doctoral level. The university is home to world-class libraries, arts, music, drama, and sports, as well as the highest quality medical care in Washington State and a world-class academic medical center. The teaching and research of the University’s many professional schools provide undergraduate and graduate students the education necessary toward achieving an excellence that will serve the state, the region, and the nation. As part of a large and diverse community, the University of Washington serves more students than any other institution in the Northwest.