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UW Medicine has an outstanding opportunity for a full-time Assistant Director for Departmental Business Planning. The Assistant Director within Departmental Business Planning serves as a flexible resource who will be available for use by Executive Management of the School of Medicine and Dean’s Office for projects, internal consulting, troubleshooting, and short-term management level administrator roles. As such, the Assistant Director has a wide range of responsibilities including, but not limited to, assisting various School of Medicine departments and Dean's Office with special projects, interim administrative reports, operational assessments, revenue enhancement and expense reduction reviews and other administrative functions. The scope of the position will also include involvement in projects with related organizations, including the School's professional practice plans and affiliated hospitals. The position will periodically lead Continuous Process Improvement projects in various areas, and be involved in readiness effort for the school.
Additionally, the Assistant Director will periodically be assigned, as needed, to clinical and basic science SOM departments on an interim basis and will carry out all functions of a School of Medicine Department Administrator during tenure in the position. As a UW SOM Department Director, the incumbent carries out a variety of complex duties prescribed by various directing, oversight or partnering institutions and organizations. The critical knowledge and skill base of a department director allows him/her to serve as primary operations and finance officer, grants manager and senior administrative representative for the UW School of Medicine Department in which he/she serves. Because of the extensive and complex nature of the daily ongoing operations of SOM departments, provision of an interim administrator assists in maintaining continuity and stability during the absence of the permanent administrator or recruitment of a new administrator.
The Assistant Director reports primarily to the Director of Business and Operations Management, SOM.
This position will work independently as project manager for a variety of areas, interacting with chairs and executives. The position will also work independently as an administrator/director within one of the 31 academic departments as well as doing project work for the Director of Business and Operations Management in the School of Medicine. This position needs to be at a high level because this person will interact on a regular basis with deans, chairs, faculty, staff, students, patients, customers, outside entitles and must be able to represent the department he/she is working in and the School of Medicine. This person will need to be able to go into any of the 30 academic departments or 30+ dean's units and direct them as if he/she is the permanent administrator/director, and or a project manager leading significant and complex projects. This position needs a high level thinker with independent judgement, discretion, ability to manage a highly charged political system while informing the appropriate directors/deans of issues.
Internal Consultant/Project Manager and Continuous Process Improvement Under the direction of the Director of Business and Ops Management in the School of Medicine, the Assistant Director serves as an internal management consultant/project manager to the School's Executive Management. The position will:
Work with the School's management and appropriate department(s) to identify and define key issues, opportunity for improvement and will lead projects to address concerns. The position will be asked to lead projects covering broad functions, and very diversified by nature.
Conduct/coordinate administrative, operational, and financial analyses to assess performance or support special projects.
Participate to Departmental reviews.
Develop and negotiate recommendations which provide necessary guidance and resolution to identified problems. These also must be responsive to the needs articulated by the department(s) where each project is based.
Lead Process Improvement project throughout the school.
Implement CPI/Lean tools for the School in needed areas.
Special projects and other duties as assigned.
Interim Administrator The Assistant Director provides interim administrator support to SOM departments as needed, directing department activities during transitional times when vacancies occur or supporting the Director of Business and Operations in this function.
The acting administrator role can require up to a full FTE to cover the responsibilities of vacant administrative positions with complete knowledge of standard departmental operations and responsibilities.
Within certain constraints, this role will take advantage of the vacancy to review department operations and financial record keeping.
This position will be responsible for identifying and implementing changes in operations in preparation for new management. Recommendations for higher-level changes and enhancements would be proposed to the executive management of the department and/or School's executive management.
The Assistant Director is the key resource advisor to the Director of Business and Operations and to Department Chair. He/she must exercise independent judgment and discretion in work related to finance, management policies, staffing, and operations. The administrator is expected to use diplomacy and negotiation skills, and to engage appropriate resources in achieving Department goals and objectives in collaboration with Department leadership and staff.
The Assistant Director may be responsible for Department operations management. To meet Department service and performance goals, the Director works closely with unit managers, scientific leadership, key institutional partners, and staff. The Assistant Director maintains facilities, operations, day-to-day cyclic requirements and services in compliance with relevant federal, state, and University regulations and policies.
The Assistant Director is responsible for planning, monitoring and executing programmatic activities, including coordination of data gathering and reporting; termination or continuation of department programs as is appropriate; and planning and coordination of marketing documents and activities as called for.
The Assistant Director manages all administrative and financial tasks as the primary administrator of the department, including budget, financial management, sponsored research and clinical management, IT, space, HR etc.
The Assistant Director oversees all administrative department staff, and serves as a resource to Department leadership and staff regarding personnel policies and procedures. This position provides advice and counsel to the Chair and faculty leadership regarding staffing issues and organizational needs.
Unit managers within the Department report to this position for operational and fiscal oversight purposes. He/she may coordinate staff recruitments and may help to oversee the faculty appointment processes; facilitates unit managers’ HR needs, advises and facilitates performance review processes for University-employed Department staff and has authority to hire, counsel, and terminate University-employed Department staff after consultation with the Department Chair and UW Human Resources.
The Assistant Director manages information requirements of the Department, to include academic, business, educational and research information needs, and incorporating and utilizing existing Information Technology architecture.
The Assistant Director will manage the research resources of the department, including grant and contract funds, staff and processes, research staff support, capital equipment, physical plant, IRB and Protected Health Information compliance issues.
The Assistant Director will manage risk and promote compliance in accordance with policies of the University, UW Medicine and other oversight bodies, to ensure operations and resources are in alignment with mission and requirements.
This Assistant Director is responsible for managing facilities to ensure effective, efficient and safe operations and preservation of resources. The administrator will review space assignments periodically, working with the Department Chair and Dean’s Office to develop business plans and proposals to support requests for space, as needed. Additionally, the administrator will oversee the Department’s equipment inventory system, reporting, planning and replacing of equipment as needed.
Will serve as lead in projects and in Departments during key role vacancies. Will perform supervisory role while in a department as interim administrator.
Clinical Services Role
The incumbent will be responsible for tracking, analyzing, and reporting on various clinical related activities based on needs.
MINIMUM REQUIREMENTS Master's Degree in Business Administration, Health Care Administration, or related field plus a minimum of five years' management level administrative experience, preferably in an academic setting, or research institution environment.
Strong Project management experience.
Strong organizational skills.
Experience managing professional, technical, and union-represented personnel.
Excellent written, verbal, and interpersonal communication skills.
Ability to oversee planning and implementation of complex projects including office automation systems and software.
Strong knowledge and experience in Lean, CPI methodologies, and large project management.
Strong analytical skills and ability to do detailed work and financial planning.
Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration.
CONDITIONS OF EMPLOYMENT 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.