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 Department of Epidemiology is a large academic and research department within the School of Public Health. There are 41 primary faculty housed in the Department, with 14 joint appointments housed in other UW departments, as well as 115 annual faculty appointments. Faculty in the department are fully engaged in instruction and mentoring, research grant acquisition (over $23M in awards for FY2019), and service-based activities. Faculty research is highly interdisciplinary and encompasses a broad range of topics, including cancer, HIV/AIDS, sexually transmitted diseases, cardiovascular disease, maternal and child health, injury, trauma and violence, women's health, diseases of aging, and Alzheimer's disease. In addition to infectious agents, faculty research focuses on behavioral, nutritional, genetic, metabolic, environmental and medical factors associated with disease risk and disease outcome. The Department of Epidemiology has an outstanding opportunity for an Assistant to the Chair. This Assistant to the Chair provides executive administrative support for the Chair of the Department and the Epidemiology Leadership Team; organizes and provides broad project management and oversight of departmental events and meetings; partners with the departmental Academic HR Manager on numerous aspects of academic human resources matters; manages office operations; and leads special projects with department-wide impact. The position includes responsibility to exercise independent judgment in representing and speaking for the Chair and the Department both internally and externally, and to independently set priorities in a high volume, multi-task setting.RESPONSIBILITIESExecutive Support *Identify urgent and emerging issues; use independent judgment and discretion regarding which issues are appropriate to be brought to the Chair's attention; provide executive summaries of key issues for the Chair; compose and monitor communications and follow-up as necessary for project completion or issue resolution.*Manage communications for the Chair; draft letters and memos, and collaborate with Communications Manager on internal communications. *Manage the Chair's calendar; research, prepare and present necessary background materials to ensure that the Chair has been briefed prior to each meeting or event; identify shifting priorities and reorganize schedule appropriately.*Partner with the Chair on special projects, and provide direct executive-level project management support. *Serve as Chair's liaison with the SPH Dean's Office and other University administrative offices.*As directed by the Chair, provide administrative assistance and support to the Associate Chair.*Maintain confidentiality in all communications.Event Management and Meeting Coordination *Plan and coordinate a broad range of department events, coordinating details with the department Communications team and Student Academic Services team. Determine event content, event promotional strategy, site identification, contract negotiation for services, decorations, technical support, post-event communications, and other duties as needed. Assemble and direct volunteers for events.*Coordinate and schedule monthly faculty meetings; prepare and distribute agendas and minutes; tabulate votes and disseminate results as per protocols; follow up on action items, as appropriate.*Coordinate and schedule Epi Leadership Team meetings. Draft internal documentation and notes related to Epi Leadership Team meetings, and assist in coordination of activities including strategic planning, retreats, etc.*Coordinate and schedule annual faculty retreat; prepare and distribute agendas and other relevant materials.*Plan and coordinate other routine meetings on behalf of the Chair, including the compilation and distribution of preparatory materials, agendas, information packets, PowerPoint presentations, and meeting minutes. Follow up on action items, as appropriate.Academic Human Resources *Manage the logistical components of faculty searches, including posting ads in journals, arranging travel/hotels for candidate, scheduling meetings/itinerary for interviews, arranging lunches/dinners, scheduling Recruitment Committee meetings, coordinating job talk/seminar, and conducting onboarding procedures after individual is hired.*Enter all faculty appointment details into the School of Public Health database (FacBio)*Draft correspondence on behalf of the Chair related to academic HR matters, including notifications of annual appointment renewals for Adjunct/Affiliate/Clinical appointments, status updates to faculty regarding their promotions, status updates to Assistant Professors regarding their 3-year Reviews, and status updates to Research Faculty regarding their 5-year Reviews.*Prep merit review materials for Faculty Merit Meetings; draft written summaries of the meetings.*Oversee the Graduate Faculty appointment process (for both new appointments and renewals) including collecting needed materials for faculty meeting, entering information into MyGradProgram, and notifying faculty of approval status.*Collect required materials for Emeritus appointment requests; assign to faculty meeting agenda; draft notification to faculty member on behalf of the Chair.*Assist the Epi Academic HR Manager with other matters and projects related to faculty affairs.Office Management *Participate in the management and development of office policies and department business operations; make departmental operations decisions in the absence of the Department Chair or Administrator.*Hire and supervise office support staff and/or student assistants; designate jobs and projects as needed. Coordinate student assistant workload/projects across departmental functional teams (e.g., Communications, Student Academic Services, Grants/Finance).*Oversee office operations, including ensuring that supplies and equipment are maintained. Delegate specific tasks to office support staff, as relevant. *Ensure that the office support staff is overseeing the reservation calendars for department conference rooms, as well as equipment (e.g., laptops) available for check-out. As a UW employee, you will enjoy generous benefits and work/life programs. For detailed information on Benefits for this position, click here.Qualifications:Required:Bachelor's Degree in Human Resources, Communications, Public Affairs, or related fieldAt least 4 years experience with:Directly supporting a manager or executiveProject management oversightEvent management and meeting coordinationAbility to handle confidential information with tact, discretion, and diplomacy, and to maintain strict confidentialityDemonstrated ability to solve problems, take initiative, set priorities, and handle multiple projects efficiently and effectivelyStrong interpersonal and leadership skillsDemonstrated ability to communicate professionally, clearly, and empathetically in all forms of communications, e.g., verbal and written, one-on-one, and in groupsExperience working independently, and as both a member and leader of a teamHigh degree of proficiency in Microsoft Office suiteAbility to quickly learn and apply new or unfamiliar technologiesEquivalent education/experience will substitute for all minimum qualifications except where there are legal requirements such as license/certification/registration.Desired*Executive assistant experience in an academic settingApplication 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.
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