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Are you hyper organized and enjoy fast paced environments? If so, the Department of Neurological Surgery has a great opportunity for a highly motivated, quick thinking Program Operations Specialist. This position will work closely with the Chief of UWMC and Director of a $24M department providing cutting edge clinical care and advancing research in the neurosciences.
Our department specializes in the management of acute brain and spinal trauma, vascular disease, disorders of the brain, peripheral nerves and spine. We co-direct the UW Medicine Neurosciences Institute and our physicians practice at Harborview Medical Center, UW Medical Center, Seattle Children's Hospital, Northwest Hospital, Valley Medical Center, the VA Hospital, and throughout the 5 state WWAMI Region. In addition, our department has one of the premier academic training programs in the world. We have an outstanding research program ranging from spine regeneration to brain computer interface and a broad array of clinical trials. Our Department includes more than 30 full-time clinical and research faculty, 21 residents, 4 fellows and over 30 administrative staff.
The Program Operations Specialist is the main point of contact for the UWMC—Montlake and Northwest Hospital Medical Chief, in addition to five other clinical and research neurosurgeons, as well as responsible for managing the day to day operations of the Neurological Surgery office and special projects for the Montlake campus. These responsibilities require compliance for all UW related business, including but not limited to, record retention, fiscal compliance. If not handled properly, the department could lose credibility and/or reputation, be in severe audit risk, be out of compliance with departmental and/or School of Medicine policies and processes or have other adverse fiscal or operational impact on the School of Medicine and the University of Washington.
The individual must be approachable, trustworthy, eager to help, and able to establish effective interpersonal relationships with faculty, staff and visitors. This role requires attention to detail, the ability to meet tight deadlines, efficient organizational skills, and the ability to switch gears at a moment's notice. A high level of integrity and discretion in handling confidential information, and professionalism in dealing with senior professionals inside and outside of the institution is essential.
The necessary attributes to successfully meet all of these demands includes sophisticated project management experience, ability to handle a high volume of requests for meetings and travel, independent decision making, sensitivity to the needs of the faculty's constituents, organization and follow through so that every commitment gets handled appropriately, a professional and personable demeanor, and the ability to triage appointments understanding the political nuances - all while meeting project deadlines and maintaining composure. The ideal candidate is able to work successfully in a team environment, build effective working relationships inside and outside of the department, while keeping abreast of general academic and business objectives, policies, standards, services, and procedures in order to maintain a comprehensive awareness of the faculty's priorities.
This position provides high level, confidential administrative leadership and program management for the UWMC--Montlake and Northwest neurological surgery faculty and offices. This position requires a thorough understanding of and the ability to navigate through various organizational structures both internal and external to the Department of Neurological Surgery including six hospitals, multiple clinics, national and international research.
The Program Operations Specialist will be responsible for managing the UWMC office and:
Administrative Support and Office Management at UWMC:
Provide administrative support to the Chief and faculty of UWMC Neurological Surgery including but not limited to calendar management, scheduling meetings and facilitation of communication with UWMC faculty and leadership across the School of Medicine and hospital partners safeguarding and maintaining pertinent documentation, updating faculty CVs, Yearly Annual Reports and biosketches consistently and proactively.
Manage the day-to-day operation of the UWMC Neurological Surgery office, greeting visitors, triaging phone calls, ordering office supplies and issuing and tracking keys assigned to faculty, staff. and volunteers.
Routinely compose formal and informal communication on behalf of the Chief, including thank you letters to donors and corporate sponsors.
Partner with the fiscal team to arrange complex travel, prepare itineraries, make travel and housing reservations, arrange transportation and process reimbursements for the UWMC faculty.
Track faculty outages and reports to supervisor and clinical staff.
Coordinate and schedule legal meetings between faculty and attorneys for UW related legal meetings (phone conferences, depositions etc.).
Manage faculty allotments and budgets for travel, conferences, Continuing Medical Education (CME) and board re-certification. Keep track of the medical license renewal process and communications with OMSA
Track and correspond with publication editors and manage reviews to meet publication deadlines. Prepare, track and format manuscripts/abstracts for submission.
Expert user of conference room technology and provide consultation and support to all conference room users. Troubleshoot and effectively problem solve for a variety of issues including technology/IT and facilities.
Ensure the Neurological Surgery welcome board is updated with content in a timely manner and triage IT issues associated with the system.
Plan, organize, coordinate and implement special events.
Point of contact for HSB Building announcements to all UWMC employees.
Submit facilities requests for department projects (office cleaning, surplus, office and lab equipment deliveries and repairs.
Coordinate with the administrative team to onboard new employees at UWMC.
Oversee lab volunteers and ensuring completion of necessary paperwork and training is completed prior to start date.
Call Schedules & Outages:
Mange the multi-dimensional and complex Neurological Surgery on-call attending schedule at UWMC and HMC for Spine, Trauma, Vascular and Stroke IR call; update the call schedule for outages and changes and communicate changes and schedules in a timely and efficient manner; and update operating schedule for UWMC.
Work closely with the UWMC and HMC on-call system experts to ensure call schedules are updated in a timely manner.
Distribute HMC & UWMC/NWH call schedules via email distribution lists.
Input call and call changes into HMC and UWMC web-on-call system.
Manage and update all outages in the central Outage Calendar for up to 4 months.
Special Project Management:
Designated project manager for lab, space and facility remodel initiatives at UWMC, including a 1 million dollar multi-laboratory remodel; collaborate on innovative operational improvements with Director and Associate Director; manages and communicates all budgetary changes to stakeholders.
Required to develop and disseminate project timelines and communication to all stakeholders.
Execute risk management analysis for projects; propose plans to mediate risks, develop solutions and present proposals to senior leadership.
Develop and administer standard policies and procedures for tracking, routing, and executing tasks.
Proactively track completion timelines for multiple small and large initiatives; design electronic tools and processes for project management duties.
Manage Departmental Volunteer Program:
Design and implement strategies and processes for electronic management of the Department’s Volunteer Program at UWMC and HMC.
Partner with the Associate Director to ensure all required materials, trainings and confidential records are maintained per SOM compliance standards.
Communicate volunteer requirements to faculty and Principal Investigators.
Maintain associated electronic and paper documentation to ensure accurate records and adherence to University’s retention schedule and best practices.
Report any violations of the UW SOM Volunteer Lab agreement to the Associate Director.
Other Duties as Assigned:
Performs other duties or projects as required or assigned.
MINIMUM REQUIREMENTS: Bachelor's Degree in Social Sciences, Communications, Human Resources, or other related field. Minimum of 2-3 years work experience involving:
2-3 years experience of increasingly responsible work.
Equivalent education and/or experience may substitute for minimum requirements.
Excellent verbal and written communication skills.
Demonstrated ability to independently manage multiple responsibilities concurrently under deadline pressure and changing priorities.
Strong organizational skills, ability to organize and complete tasks and projects independently, effectively and efficiently.
Ability to consistently apply sound professional judgment and critical thinking to address complex issues and solve problems.
Solid working knowledge of 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.
Experience working effectively with senior administrators and professionals, including sensitivity to handling confidential information.
Ability to work both independently and collaboratively.
Knowledge of UW and School of Medicine policies and procedures.
Experience in an academic setting.
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.