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The Department of Medicine has an outstanding opportunity for a full-time Executive Assistant.
The Executive Assistant to the Associate Chair for Research will provide primary administrative support to an executive head, and secondary support to the Chief Financial Officer (CFO). This position will be expected to exercise independent judgment and discretion in work related to Department of Medicine policies and business operations. This position serves as one of the principal designated assistants of the Department of Medicine and its 13 Divisions, locally, nationally, and internationally. In this capacity, the individual serving in this position will assure that all of the Associate Chair and CFO’s numerous responsibilities and obligations are met not only to the Department, School and University.
The Department of Medicine is the largest department in the School of Medicine with over 4500 staff, faculty, trainees and students and an annual budget of approximately $500,000,000 consisting of patient care revenue, sponsored research funds, endowments and gifts, state funds and affiliated hospital funding associated with the academic programs within the department. The department is made up of thirteen subspecialty divisions: Allergy and Infectious Diseases; Cardiology; Dermatology; Gastroenterology; General Internal Medicine; Gerontology & Geriatric Medicine; Hematology; Medical Genetics; Metabolism, Endocrinology and Nutrition; Nephrology; Oncology; Pulmonary, Critical Care and Sleep Medicine; and Rheumatology. These divisions occupy space at multiple sites including University of Washington Medical Center (UWMC), Harborview Medical Center (HMC), Veterans Administration Puget Sound Health Care System (VAPSHCS), Puget Sound Blood Center (PSBC), Fred Hutchinson Cancer Research Center (FHCRC), Seattle Cancer Care Alliance (SCCA), and other locations in the Seattle area.
This position requires a high degree of personal initiative, ability to problem-solve independently, strong communication skills and high computer competency and adaptability. The Executive Assistant will work with the Associate Chair to develop and implement policies and procedures in support of the Department’s research mission. This position must be able to manage a complex workload and to independently and effectively prioritize the varied departmental needs and requirements in the scheduling of the Associate Chair/CFO’s workload including researching and preparing materials needed for high-level meetings. This same expert-level support and judgment is also required in the coordination of the workload for the Associate Chair.
Special Projects & Initiatives
This position also undertakes projects for the CFO , Associate Chair, and Chair’s Office such as: manage a complicated series of budget meetings on behalf of the CFO, take minutes, and summarize budget decisions for the finance team, all with discretion and tactfulness, assist in coordination of the Core Competency lecture series by reserving space, catering, and distributing correspondence and updates to lecture coordinators and attendees, and assist with the Diversity, Equity, and Inclusion committee meetings and special initiatives, including the BRIM study and workshops and assisting the Associate Chair for Diversity and Inclusion with these projects.
Ensure that all projects are delivered on-time, within scope and within budget. Assist in the definition of project scope and objectives directed by central units (finance, clinical revenue, AHR), involving all relevant stakeholders and ensuring technical feasibility. Ensure resource availability and allocation. Develop a detailed project plan to monitor and track progress. Manage changes to the project scope, project schedule and project costs using appropriate verification techniques. Measure project performance using appropriate tools and techniques. Report and escalate to Vice Chair of Finance and Administration as needed. Manage the relationship with the client and all stakeholders. Perform risk management to minimize project risks. Establish and maintain relationships with third parties/vendors. Create and maintain comprehensive project documentation. Delegate project tasks based on team members’ individual strengths, skill sets and experience levels.
Assist where needed in the Facilities Project Management tool. Track the progress (budgeting, designs, orders, scheduling, work, completion) and keep all documents/emails up to date regarding several ongoing facilities projects.
Executive Head Support
This position supports the Associate Chair and manages all functions and activities for the Associate Chair; this requires a high level of independent judgment, tact and the ability to work in a complex and deadline-driven environment. The person in this position has extensive contact with a number of executives across UW Medicine and represents the Associate Chair on various committees and teams. Develops and fosters partnerships and coordination across organizational boundaries as liaison for the Associate Chair, representing the goals and interests of the Associate Chair to internal and external clients.
Manages the Associate Chair’s extremely complex schedule, setting meeting priorities according to urgency of discussion topic. Independently sets meeting agendas, coordinates guest presenter, prepares PowerPoint presentations and handouts for meetings. Develops and maintains tracking systems for visitors, phone calls, and external contacts. Monitors and updates calendars daily to ensure the Associate Chair’s commitments and obligations are met.
Responsible for completing complex travel arrangements for the Associate Chair and maintaining current memberships in medical societies, coordinates attendance at national and international conferences. This effort often involves extensive contact with individuals from national and international groups.
This position also provides secondary support to the Department’s CFO, coordinating with several other executive offices within the organization to complete this task. This effort routinely involves sensitive information, requiring a high level of professionalism, discretion and confidentiality.
Manages the CFO’s schedule, coordinating meetings, reserving conference rooms and A/V equipment as needed, prepares files, interview materials and handouts as requested. Develops and maintains tracking systems for visitors, phone calls, and external contacts. Monitors and updates calendars daily to ensure CFO’s commitments and obligations are met. Prepares and edits correspondence for the CFO, requiring a high degree of discretion and confidentiality.
Chair’s Office Representative
Provide exceptional customer service as front desk representative for the Department of Medicine Chair’s Office. Providing on-site reception for the Chair’s Office including screening and triaging incoming phone calls and greeting visitors; receiving, directing and composing correspondence; sorting and distributing mail, scheduling for conference rooms; supply ordering and office upkeep, and performing other administrative duties. Assist with the production and distribution of letters, emails, reports, spreadsheets, grant materials, CVs, etc. On a weekly basis, work with the Assistant to the Chair in the management and coordination of Medicine Grand Rounds. Assist in the coordination of faculty awards, maintenance of files, and provide back-up support to Chair, Associate Chair, CFO, and Vice Chair for Finance and Administration as needed.
As a UW employee, you will enjoy generous benefits and work/life programs. For a complete description of our benefits for this position, please visit our website, click here.
Bachelor's Degree in Business or a related field and three years of related administrative/management experience. Equivalent education/experience may substitute for stated requirements.
Must have excellent written and verbal communication skills; the ability to work both independently and as part of a team, and excellent ability to independently manage multiple responsibilities concurrently under deadlines, pressure and highly adaptable to changing priorities; skilled in effectively and efficiently organizing tasks and projects.
Consistent in applying sound professional judgment and critical thinking skills to address complex issues and solve problems.
Must have strong writing skills for composing correspondence and editing documents.
Must be proficient in Microsoft Word, Excel, PowerPoint and Access; good working knowledge of Internet and web-based applications.
Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration.
Experience in project management and financial analysis
CONDITIONS OF EMPLOYMENT
Requires a flexible work schedule to meet unexpected deadlines.
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 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.
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.