As a UW employee, you have a unique opportunity to change lives on our campuses, in our state and around the world. UW employees offer their boundless energy, creative problem solving skills and dedication to build stronger minds and a healthier world.
UW faculty and staff also enjoy outstanding benefits, professional growth opportunities and unique resources in an environment noted for diversity, intellectual excitement, artistic pursuits and natural beauty.
The Department of Psychiatry and Behavioral Sciences within the UW School of Medicine is the third largest clinical department with 285 full-time faculty members, 280 clinical faculty members, and over 200 staff. Department faculty provide clinical services in 5 hospitals, 14 primary care locations, and several outpatient sites in addition to telepsychiatry consultations to more than 150 clinics in Washington and beyond. As the only academic psychiatry department serving the five state WWAMI region (Washington, Wyoming, Alaska, Montana, Idaho), the Department’s highly competitive residency training program is largely responsible for developing the mental health workforce in the Pacific Northwest. The Department’s robust research portfolio totals $35 million in grants and contracts per year for projects ranging from clinical neurosciences to treatment development to health policy and population health. The Department is recognized as an international leader in developing, testing, and implementing Collaborative Care, an integrated care model increasingly seen as a solution for population-based mental health care. Other areas of excellence include Addictions, Autism, High Risk Youth, Neurosciences, and Trauma, and the Department is developing innovative new programs in Technology and Mental Health, Global Mental Health, Maternal and Child Mental Health, and Targeted Intervention Development.
The Department of Psychiatry and Behavioral Sciences is recruiting for a Administrative Specialist.
The Administrative Specialist provides executive-level administrative support in a confidential and professional manner, exercising independent judgment and discretion. Under the direction of the Department Chair in his role as department leader and scientific director of the UW Medicine Garvey Institute of Brain Health Solutions (GIBHS), this position is responsible for a broad range of duties in support of the Chair’s office including, but not limited to: project coordination, executive scheduling and briefing, executive communications, coordinating day-to day activities, and other administrative functions.
Assisting the Chair / Scientific Director of GIBHS • Serve as trusted partner for the Chair, advising on matters of importance to the office, including meeting prioritization and materials drafted and making recommendations for action. • Assist in communication and information flow between the Chair and key colleagues. Act as Chair’s representative as needed, providing substantive information and reporting conclusions to key colleagues. Ensure key information from colleagues reaches the Chair at appropriate times with appropriate levels of detail. • Follow up on important action items for the Chair, ensuring momentum is maintained on key projects and commitments are upheld. Research and resolve issues with limited or ambiguous information.
• Manage the Chair’s complex and issue-sensitive schedule, including evaluating the need to reschedule, postpone or relocate meetings, based on changing priorities and emerging issues. Manage all necessary logistics for meeting management. Independently screen and prioritize all meeting requests; and highlight, investigate and summarize key information for executive review. • Ensure the Chair is fully briefed on agenda items and has received all required materials. Research and prepare all necessary briefing documents for the Chair. Ensure all meeting materials are prepared and anticipate the needs of the Chair. • Coordinate and manage travel arrangements for the Chair, ensuring compliance with University rules and regulations while meeting priorities of the University. Be available to the Chair while traveling to manage any issues or change to itineraries, manage emergent details or to provide travel support.
Special Project Management
• Maintain a clear understanding of all programs/projects operating under the Chair’s purview in order to provide effective administrative support. Monitor action plans, maintain ticklers and track deadlines to ensure projects and programs maintain momentum. • Independently identify areas that would benefit from process improvement and devise and lead the solution, including developing collaborations with teammates as required for success. • Manage special projects assigned by the Chair.
• Independently compose, edit, and distribute correspondence on behalf of the Chair. Create, edit, layout and proofread reports and presentations. • Draft presentations and communications for the Chair. • Critically review and evaluate for accuracy and completeness material prepared for use by the Chair.
• Maintain relationships with School of Medicine dean’s office, office of the President and Provost, UW Medicine Advancement, and other key stakeholders and partners across campus to ensure good working relationships and smooth operations. • Exercise a high degree of judgment in communicating with deans, directors, donors and other UW audiences. Work closely with department administrative leadership team members and administrative staff to provide coordinated administrative support. • Respond to all inquiries in a timely, personable, accurate, and efficient manner. Skillfully refer internal and external inquiries, comments and/or complaints to the appropriate area. • Provide leadership for the Chair’s office by participating as needed on interview panels, welcoming new hires, and providing resources to ensure success.
• Organize, maintain and retrieve information from a shared filing system. • Manage Chair’s expenses. Collect receipts and documentation to reconcile and submit travel expenses and general purchases to department finance team • Collaborate with department operations team to oversee day-to-day administrative operations of the Chair’s office
• Collaborate with department operations team to plan select department events, such as annual department meeting.
• Support Chair with at least 3 days a week with in-person support at Chair’s Office Suite.
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, preferably in communications, liberal arts, or a closely related field. • Minimum six years’ successful professional experience in an administrative support position. • Highly developed interpersonal skills, including excellent written and verbal communication skills. • Strong organizational skills and detail-oriented. • Strong analytical and problem-solving skills. • Ability to research topics/issues quickly and efficiently given limited guidance and direction. • Ability to work independently with a high degree of reliability, accuracy, and productivity. • Ability to work, coordinate, and communicate with different audiences. • Advanced skills with Microsoft Office Suite (i.e., Word, Excel, PowerPoint, Access).
Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration.
University of Washington experience; experience supporting an executive in a leadership position
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.