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 four consecutive years.The UW Department of Bioethics and Humanities has an outstanding opportunity for a part-time (75% FTE) Administrative Specialist.Under the general supervision of the department Administrator and in close collaboration with the Chair and other department staff, the Administrative Specialist will provide broad operational and project management support in the areas of faculty affairs and general administration and will coordinate the activities of the department's Ethics Committees and Ethics Consultation Service. In doing so, the Administrative Specialist establishes and maintains positive, ethical, and professional working relationships with faculty, staff, students, and community members from a wide variety of backgrounds--including members of racial, ethnic, and sexual minority populations--and is respectful of individual and cultural differences.Responsibilities:Ethics Committee/Ethics Consultation Service Coordination: (40%)Independently manage the administration and programmatic functions of the UW Medicine Ethics Consultation Service and entities within the service (currently UWMC, HMC and NWH).Oversee and manage ethics consultations, consultant meetings, and staff debriefings. Schedule consultations, secure rooms, page consultants, and provide other support for ethics consultations. Exercise independent judgment in working with providers across the institutions to maintain On-Call Ethics Consult Service schedule. Serve as primary point of contact with the institutions to update On-Call schedule on a regular basis; maintain and archive consult resources & documents.Coordinate monthly Harborview Ethics Forums.Serve as a point person for the Service across institutions, for staff, patients, and providers/ consultants.Staff and take comprehensive minutes at hospital ethics committee meetings, to be used for policy setting and support.Assist with quality improvement projects and monthly reports related to the ethics consultation service: develop and deploy surveys, collate and present data to leadership; maintain and update appropriate policies and procedures; and maintain Redcap QI database and ethics consultation websitesCreate and distribute monthly reports and maintain topic-based resources in support of the UW Medicine Ethics Consultation Service and Ethics Committees.Create, oversee, and manage orientation to the UW Medicine Ethics Consultation Service for new providers/consultants, including administrative onboarding and credentialing.Faculty Affairs: (40%)Manage department academic human resources processes for tenure-track and research faculty, adjunct and affiliate faculty, visiting faculty, graduate faculty, postdoctoral fellows, and VISIT / VISER students; maintain record of appointment renewal/promotion due dates, sabbaticals, retirements, professorships, and teaching evaluations.In collaboration with the department Chair, manage and coordinate research and tenure-track faculty merit reviews and promotions, including setting timelines and maintaining tracking systems, managing recommendation letters and promotion packets, and processing with the Dean's Office.Oversee and coordinate management of faculty searches, independently correspond with candidates, coordinate travel, and facilitate detailed scheduling.Work with SOM ABC Shared Services to ensure successful appointments, visa petitions, and orientation of exchange visitors; provide counsel with regard to international visa applications and transition to the US.Create and coordinate department orientation process for visitors and new faculty, and maintain confidential faculty personnel files.Use judgment and discretion in written and oral communication, confidential memorandums, and budget information related to salary and personnel, etc. across a broad spectrum of staff, faculty and senior administrators within the Department and the School of Medicine.Administration: (20%)Screen and prioritize all incoming correspondence and telephone calls on behalf of the department, including making independent judgements as to possible solutions to problems and answers to queries other than by direct intervention by the department Chair; make referrals to other faculty and staff members as appropriate. Draft responses and provide replies based upon knowledge of the views and actions of the department Chair.Manage complex day-to-day and long-range schedule planning for general department needs. This includes detailed management of the department Chair's calendar, including regular meetings, appointments and conferences, including meetings and informal get-togethers with staff and colleagues. Ensure the department Chair is fully briefed on agenda items and has received all required materials for engagements in advance, including assuring meeting details, invitations, confirmations, etc. have been attended to, ensuring audio-visuals and meeting software are ready and working properly, and that the Chair is prepared for her responsibilities in the meetings. Keep Chair apprised of the status of tasks assigned and anticipate and prepare Chair for cyclical obligations (service responsibilities, annual teaching obligations, etc.). Engagements may include departmental commitments, educational forums, board meetings, classroom and clinical teaching, conference appearances, and speaking engagements.Develop reports, and prepare and proof correspondence, proposals, presentations, and requests for information in an accurate and timely manner, often working with confidential materials and time sensitive communications. Anticipate and plan for multiple and often competing priorities with a high degree of professionalism.Act as primary department designee for the Chair to the University, School of Medicine, and Departmental Faculty relations. Represent the Chair in situations requiring a high level of tact, discretion and diplomacy, where the effect of an error in judgment may have significant impact.Serve as Department Safety Coordinator and as liaison with facilities and IT support personnel.Minimum Requirements:Bachelor's degree AND three or more years of progressively responsible experience in an administrative office environment OR equivalent education/experience.Excellent customer service and interpersonal communication skills to include experience working with individuals from diverse backgrounds.Proficiency with Microsoft Office Suite and cloud computing platforms such as Office 365 and G Suite.Poised, professional manner and the ability to communicate clearly, directly and empathetically in all interactions: verbal and written communications, one-on-one conversations and in groups, etc.Demonstrated creativity, organizational ability, empathy, and strong attention to detail.Ability to resolve conflicts and differences through dialog and open communication in a timely manner. Sees every difference as an opportunity for growth and change.Ability to make decisions in ambiguous situations, exercise good judgment based on information and analysis in a fast-paced, dynamic, deadline-driven environment in an organized and professional manner.Demonstrated ability to maintain confidences and protect confidential information.Strong written, verbal, and interpersonal communication skills.Values the UW's commitment to inclusiveness. Demonstrates respect and commitment to diversity.Desired:Program management experience.Experience working in a complex higher education, healthcare, or medical school setting.Familiarity with medical and legal terminology.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 Work 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.
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