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This position provides executive support for the Chair of the Department of Surgery. Work priorities are set by the Chair and work is organized around the needs of the Chair. Administrative reporting is to the Director of the Department. The Assistant to the Chair is regularly called upon to thoroughly understand and interpret Departmental, School of Medicine and University policy for faculty and staff. They must be comfortable and able to speak for the Chair in the Chair’s absence on matters within the scope of the position. They must have the absolute confidence and trust of the Chair and must regularly exercise independent judgment in a variety of arenas. 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.
The position’s major responsibilities fall into three categories:
Administrative Management of the Chair’s Office = 50%
Operations and Communication Management = 25 %
Project Management = 25%
Given the scope of the Chair’s job and the size of the Department of Surgery, this individual has an extremely complex job. This position must manage the multiple facets of the Chair’s office, balancing each aspect with precision and sensitivity as well as absolute discretion. A high level of discretion and strong “EQ” is a must for the successful incumbent. This individual will be working with individuals throughout UW Medicine, including frequent contact with the Dean of School of Medicine’s office, UW Medicine Executives and others. They must be able to independently manage projects of significant scope and complexity, while maintaining a smoothly running Chair office. This individual is the first representative of the Chair’s office and must have the ability to manage many situations that call for personal self-confidence and discretion.
The Department of Surgery is one of the largest departments in the School of Medicine and encompasses important strategic initiatives for UW Medicine. The education program, with four residency programs: general surgery, plastic surgery, vascular surgery and cardiothoracic surgery are considered to be in the top 10 programs within the country. Similarly, our 15 + ACGME accredited fellowship programs are highly competitive. The Division of Trauma, Burn and Critical Care Surgery includes the only level 1 Trauma Center in a 5 state region, covering a quarter of the USA. Faculty in the Department include two recent American College of Surgeon Presidents as well as other prestigious leadership positions. Research in the Department includes a larger outcomes research center, long-funded clinical research and clinical trials and is home to the Division of Simulation in Healthcare, a UW Medicine-wide resource administered through the Department of Surgery.
POSITION RESPONSIBILITIES Administrative Management of Chair’s Office = 50%
Assists in electronic management of complex day-to-day schedule of the Chair of Surgery. This includes arranging and managing their travel schedule.
Plans and manages complex meetings within and outside the Department.
Understands the value and limitations of the Chair’s time and prioritizing time demands accordingly; Adjusting and readjusting actions to fit changing priorities of the Chair’s office;
Sets routine priorities independently and sees to satisfactory conclusion tasks and requests;
Provides information management support by drafting editing, finalizing and publishing public and confidential reports, correspondence and presentations on behalf of the Chair in a timely manner.
Reviews, distributes & disposes of physical & electronic communications with acumen, timeliness and accuracy;
Prepares materials for meetings and assures that arrangements have been made for meetings
Manages faculty and personnel management processes that require Chair signatures and/or tracking of documents.
Organizes file management & information retrieval systems.
Works with other members of the team to ensure the Chair’s office is viewed in the highest possible light and the work of the Chair’s office is completed.
Balances interests of all clients of the Chair’s office and readily adjusting priorities to meet pressing and changing customer demands;
Working in a team fashion with other members of the office to assure that the work of the Chair’s office is completed smoothly and efficiently.
Works with Department senior leadership and faculty affairs teams to ensure work of the Chair is completed in a timely, efficient, and collaborative manner.
Becoming increasingly expert at knowing who, how and when to loop in the appropriate people to solve issues; ensure the appropriate people/offices receive appropriate communications;
Supervises the Chair Office Program Coordinator. Ensures training for Program Coordinator and assists in work prioritization.
Responsible for performance and completion of their job duties
Operations and Communication Management = 25% The individual in this position displays superb contextual and strategic understanding of the priorities of the Chair’s office and the Department & how these fit into the larger University. Additionally, this individual must exhibit excellent communication and interpersonal skills in many forms and contexts
Understands, interprets, and applies requirements, regulations and policies related to the Department of Surgery and University of Washington Medical Center;
Resolves and independently solves issues and problems
Relates and responds to questions to priorities, policies, and strategic direction
Understands and independently applies the “Need to Know” policy, balancing the need to keep information confidential, yet keep work flowing smoothly;
Skillfully uses techniques to diffuse difficult situations; act as a calming influence in stressful situations;
Acts as a confidential resource; successfully discerning between mission critical and trivial information;
Communicates accurately, confidently, and skillfully in written or oral formats; applies appropriate etiquette to the communication situation.
Manages Leadership Council meetings, including agenda management and producing high quality and timely summary of meetings.
Sets up and manages annual “Breakfast with the Chair” by groups; attends breakfasts and summarizes discussion.
Ensures special events remain within budget limits. Manages travel expenses per University policies and regulations.
Manages UW online financial systems applicable to position within the administration including the travel systems
Understands Chair’s clinical, educational & research priorities. Successfully liaises with Chair’s clinical and research staff; understands and promotes the working relationships with faculty, residents and staff.
Ensures all who need to know, receive timely and accurate information with respect to the Chair’s schedule as necessary to successfully perform their duties.
Project Management = 25% The individual in this position is regularly responsible for organizing and managing projects of significant size and scope for the Chair’s office. Projects vary, but include independent organization and management of Department-wide programs and initiatives
Organizes and manages project for the Department of Surgery Chair’s office.
Oversees special events such as Department-wide lectureships;
Oversees organization of Department events such as annual holiday party;
Oversees scheduling and organization of Department’s monthly Leadership Council meetings
Special assignments as needed
REQUIRED QUALIFICATIONS Education: BA in business, Health Sciences, English, Communications, Psychology or related field Type and Years of Experience: Minimum of 3 years’ executive level administrative support experience
OTHER REQUIRED QUALIFICATIONS
Superb technical user of Microsoft Office Suite and other applicable software programs;
Knows executive-level business norms and processes;
Contributes positively to a team;
Can set and adjust priorities as necessary; can work independently;
Ability to work in matrixed relationships;
Excellent written and verbal communication skills;
Must be able to juggle day to day work with project work – without dropping details of either;
Previous work in a healthcare environment, particularly an academic healthcare environment;
Able to gain confidence of senior leadership within the Department of Surgery and School-wide
Knowledge of medical trends and concerns;
Project Management Experience;
Knowledge of external surgical societies and organizations a plus;
Previous work in an academic medical center with faculty executive leadership
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.
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.