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 Department of Psychiatry and Behavioral Sciences within the UW School of Medicine is the third largest clinical department within the School of Medicine with 285 full-time faculty members, 280 clinical faculty members, and over 200 staff. Department faculty provide clinical services in 5 hospitals, 14 primary care locations, and several outpatient sites in addition to telepsychiatry consultations to more than 150 clinics in Washington and beyond. As the only academic psychiatry department serving the five state WWAMI region (Washington, Wyoming, Alaska, Montana, Idaho), the Department's highly competitive residency training program is largely responsible for developing the mental health workforce in the Pacific Northwest. The Department's robust research portfolio totals $35 million in grants and contracts per year for projects ranging from clinical neurosciences to treatment development to health policy and population health. The Department is recognized as an international leader in developing, testing, and implementing Collaborative Care, an integrated care model increasingly seen as a solution for population-based mental health care. Other areas of excellence include Addictions, Autism, High Risk Youth, Neurosciences, and Trauma, and the Department is developing innovative new programs in Technology and Mental Health, Global Mental Health, Maternal and Child Mental Health, and Targeted Intervention Development.The Department of Psychiatry and Behavioral Sciences currently has an outstanding opportunity for an Department Operations Manager.Position Purpose:Assist in the planning, direction and management of the administrative operations and independently resolve issues related to all aspects of operations for the Director and the Chair's office. The position is a key member of managing the day to day operations of the Director and the Chair's Office, including facilities (office space, furniture, equipment, supplies, signage), travel (book travel arrangements, several per month, and process reimbursements, coordinate logistics (venue, catering, audiovisual, materials, staffing) for Department meetings/events. Also, serves as a resource to the department administrative leadership team and helps with special initiatives and projects.Responsibilities:Departmental Space and Project Management: (40%)Manage from beginning to end of special projects and new initiatives under the direction of the Associate Director of Operations and IT. The space portfolio of the department includes on campus and off campus sites and involves department site visits and working and with external entities such as vendors and contractors. Manages the department's common good systems across all Psychiatry sites and tracks their metricsWorks with facilities to negotiate space issues and independently manages submitted projectsAssists the Associate Director of Operations and IT on the end-to-end life cycle of special projects and new initiatives for the Department; assist in developing project scope and monitor progress to assess success.Responsible to collect, assemble, analyze information, and maintain project records in support of projects or initiatives. Generate reports to brief management regarding project status. Liaise with other parties as needed to ensure project success.Monitor and analyze trends on various administrative processes; recommend, continuous process improvement projects for the department.Collaborate with management on the monitoring and reporting on overall department's organizational performance metrics. Monitors results to support strategic planning and forecasting.Oversee and submit facilities work orders in support of office moves, surplus, and general projects.Office Management: (20%)Under the direction of the director of finance and administration, manages the operations of the Office of the Chair, including confidential and complex internal and external communications to and from the Chair's office (phone, e-mail, department website, PBSCI e-mail/inbox) .Works closely with associate director of clinical finance and support staff for the Chair and the Chief of Psychiatry at HMC to manage faculty call schedule for UWMC and HMCManage the overall schedule of individual and departmental meetings; notify attendees, order and set-up equipment and catering, take and distribute minutes.Oversee organizational filing systems (paper and electronic); manage standard office equipment in the Office of the Chair and other adjacent administrative functions within the DepartmentResponsible to develop, maintain and implement policies and procedures for administrative processes within the Office of the Chair.Direct a number of hourly and temp admin staff to ensure efficient and professional coverage of the front desk and chair's office at all times.Manage visitors and customers flow by greeting, answering questions, resolving conflicts, providing additional research and notifying executive and/or appropriate staff or urgent issues.Responsible for submitting and monitoring of department faculty and staff outside work process. Works directly with SOM Dean's office and UW Provost Office.Administrative support to the Director of Finance and Administration: (20%)Exercise delegated authority and working relationship with the Director to coordinate, plan, and consistently review schedule of the DirectorTriage requests for commitment appropriately; and adjust actions to fit changing priorities. Understand the value and limitations of the Director's time and prioritize requests accordingly. This includes complex day-to-day and long range schedule planning that emphasize confidentiality and discretion.Exercise decision-making authority and independent judgment in handling confidential matters for the Director. Represent the Director in situations requiring high level of tact, discretion and diplomacy.Act as the primary contact for the Director to the University, School of Medicine, cross-departmental and inter-departmental entities.In collaboration with the Director, develop, implement and monitor policies and procedures to ensure optimal operation of administrative activities.Travel & Department Events: (20%)Manage complex travel, presentation and reimbursements for executive team; this includes corresponding with outside healthcare organizations, educational institutions, and non-profits who request speaking engagements, training and implementation coaching activities, etc. Ensure compliance with University and sponsor requirements regarding scheduling and paying for travel. Assist in department's event planning as needed.Leads with organizing the logistics (such as venue selection, catering, invitations) for department wide events such as annual meeting, department leadership council, staff appreciation event and department summer celebration. Develop and maintain departmental policies and procedure on travel.Other duties as assigned by the Department Chair and Director of Finance and Administration. Supervisory Responsibilities:Manage a number of hourly and temp admin staff to ensure efficient and professional coverage of the department's front desk and Chair's office at all times. Minimum Requirements:Bachelor's degree in health administration, public administration, business, or a social-science-related field2 years related work experiencesMust have excellent organizational and communication skills, including effective interpersonal relationships with project investigators, staff, faculty, consultants, and students.Computer skills required include experience in word processing, database management, and spreadsheets.Skilled in interpersonal relationships and oral and written communications, and able to deal with high volumes and rigid deadlines.Familiarity with medical terminology a plus.Proficient with Outlook and Google calendar systems.Desired:Experience with UW systems related to hiring, facilities and travel.Supervisory experience.Familiarity with medical terminology.Experience screening and interviewing job applicants.Knowledge of Lean Processing Improvement a plus.Experience in project managementApplication 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.
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.