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The Department of Radiation Oncology is an academic department specializing in the research, teaching, and providing of professional services for the management of cancer patients undergoing treatment using radiation therapy as the main modality of treatment. The department is an integral part of the Cancer Program at the University of Washington providing professional services at 8 sites: University of Washington Medical Center (UWMC); the Gamma Knife facility at Harborview Medical Center (HMC); the Seattle Cancer Care Alliance (SCCA); the Radiation Oncology Suite on the Northwest Hospital Campus ([email protected]); the SCCA Proton Therapy Center, a ProCure Center (SPTC); Seattle Children’s Hospital (SCH); the Seattle Puget Sound VA Medical Center, and SCCA Peninsula Cancer Center in Poulsbo. We have 25 physician faculty, 21 PhD Medical Physicist faculty, 4 research faculty, 5 ARNP faculty, 10 radiation oncology residents, and 4 medical physics residents on staff with additional postdoctoral fellows and graduate students participating in various research projects in radiation biology and molecular medicine, medical physics, and radiation chemistry.
The Department of Radiation Oncology currently has an outstanding opportunity for an ASSISTANT TO THE DIRECTOR.
This position must manage the multiple missions of the department and activities undertaken to advance the department in the areas of research/scholarly pursuits, clinical service, education and training, and administrative service, balancing each aspect with precision and sensitivity as well as absolute discretion. This position is vital in ensuring the proper functioning of the Radiation Oncology Department. This unit is critical to the overall clinical, research and training contributions of the Department of Radiation Oncology within the School of Medicine and UW Medicine. If not handled properly, the responsibilities of the role could have adverse fiscal and operational impact.
They are regularly called upon to thoroughly understand and interpret Departmental, School of Medicine and University policy for faculty and staff. This position is a senior administrative support position within the Department and as such must provide an outstanding example for the other administrative support staff. This position requires a thorough understanding of various organizational structures both internal and external to the Department of Radiation Oncology. The position has a high degree of complexity as the incumbent in this position will be required to develop policies based on analysis of information from multiple sources and within the University policy constraints. The incumbent will regularly be required to make subjective judgments with regard to personnel hiring and management. The incumbent in this position will be required to use this knowledge and these skills to successfully communicate and coordinate various functions and tasks.
Staff Supervision and Office Operations Management: (40%)
Provide appropriate day-to-day supervision to academic office support staff (4 - 6 staff members). Conduct performance evaluations, develop reward and recognition mechanism, recommend promotions/reclassifications/salary adjustments, and manage grievances regarding staff performance and take disciplinary action if necessary.
Develop and implement staffing plans. Assign, review and approve work of administrative staff as needed. Conduct staff meetings and review and disseminate appropriate information to staff.
Manage department space, including offices, conference room and shared space. Work with physical plant, departmental computing services, and others to assign and provide upkeep to space.
Maintain key documentation and assure appropriate security and versioning of documentation, including personnel files. Develop system for office record keeping and filing systems
Design and direct projects including inventory, renovation/ remodeling, and general office maintenance.
Train, supervise, and organize projects for student assistants
Human Resources Management: (25%)
This position has delegated authority for all aspects of the recruitment and on-boarding of professional, classified, hourly and student staff within the department of Radiation Oncology. Facilitate and implement aspects ranging from position description development, to final hire for professional and classified staff.
Apply knowledge of staff classifications and polices to analyze and recommend options to hiring managers. Ensure appropriateness of job descriptions, evaluate for appropriate job classification and review compensation levels. Work closely with hiring managers on all aspects of recruitment's; work with managers ensure each has a full understanding of the recruitment process and the best possible hire for all the different positions is successfully achieved.
The Assistant to the Director is directly involved with management, supervisors and employees in handling personnel issues including corrective action process. The Assistant to the Director is expected to work pro-actively to ensure all UW policies and procedures are handled during a corrective action process; while providing guidance and performance counseling to managers and employees.
Provide consultative direction to managers in documenting corrective actions and serve as a resource for all department managers. Serve as content expert on all non-faculty matters related to human resources regarding staff/employees. Manage personnel processes in a confidential and discreet manner for staff and volunteers.
Serve as a resource and in an advisory role to faculty leadership and staff for personnel policy and procedure compliance including, dissemination of information from Compensation Office, Benefits Office and Human Recourses Office
Coordinate annual reviews between the Director and staff
Manage all FMLA requests and Workday entries for the department faculty and staff
Project Management: (20%)
Responsible for organizing and managing projects of significant size and scope for the department. Projects vary, but include independent organization and management of Department-wide programs and initiatives.
Understand and perform a variety of administrative functions for which no one method for accomplishment exists and analysis is required to determine the most effective course of action.
Participate in preparing the department annual report
Develop administrative policies and procedures consistent with University requirements.
Direct projects; set priorities, adjust priorities as necessary and work independently
Maintain leave requests and schedules for all faculty for all sites of practice; including creating the on-call schedule and holiday coverage schedules.
Executive Support: (15%)
Provide direct confidential senior-level executive support. Communicate effectively on matters involving the Department, employing tact and diplomacy. Handle sensitive and urgent matters in a thoroughly professional and timely manner with careful attention to confidentiality.
Have frequent contact with individuals such as senior management staff, faculty and external physicians and administrative officers as it relates to the department administrative office. In particular, interface extensively and as needed with offices of the Dean and Associate Deans, Medical Directors, Program Directors, Chairs and others.
Compose, prepare and transmit confidential and sensitive written and verbal communication on behalf of the Director and Chair; draft letters, notes and other correspondence for Director and/or Chair’s signature
Prepare presentation materials for the Director for use at local, national, and international meetings. Perform advanced level word processing, development of templates, and tables, charts and graphs for use with, but not limited to department reports and staff/academic personnel mailings.
Manage the Directors’ calendars and schedules; coordinate meetings, draft and process confidential time sensitive correspondence, coordinate travel, maintain directories, and process mail.
Provide backup administrative and executive support for the Department of Radiation Oncology Advisory Committee and Chair
Minimum Requirements:
Bachelor's Degree in Business, Psychology, related fields or equivalent.
At least five years of progressively responsible experience in administrative office environments, or work experience that demonstrates the abilities described below, including at least two years experience supervising administrative employees; experience conducting performance reviews.
Demonstrated ability to independently manage multiple responsibilities concurrently under deadline pressure and changing priorities.
Strong organizational skills, ability to organize tasks and projects independently, effectively and efficiently.
Ability to consistently apply sound professional judgment and critical thinking to address issues and solve problems.
Solid working knowledge of the most current Microsoft Office™ desktop applications.
Proven customer service orientation with demonstrated interpersonal communication skills. Ability to work with diverse people with tact, diplomacy, discretion and sensitivity.
Excellent written, verbal and interpersonal communications skills.
Experience working effectively with senior administrators and professionals, including sensitivity to handling confidential information.
Ability to work both independently and collaboratively.
Consistently maintains a professional appearance and demeanor.
Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration.
Desired:
Familiarity with academic and clinical practices.
Familiarity with human resources processes and procedures.
Demonstrated interpersonal skills that enhance communication.
This position requires a high level of tact and diplomacy where the effect of an error in judgment may have significant impact.
As a position supporting senior management, a degree of flexible work schedule will be expected to complete work in a professional and timely manner. Periodic additional hours and schedule flexibility will be required, such as key Departmental events.
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. |
