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The UW Medicine Regional Vascular Center provides comprehensive services for patients with circulatory problems and their referring healthcare providers throughout a five-state region: Washington, Wyoming, Alaska, Montana and Idaho (WWAMI). As a regional resource, we provide care that is not available in smaller communities. The center treats more patients with ruptured abdominal aortic aneurysms (rAAA) annually than any other healthcare facility in the region. This is an outstanding executive assistant position for the Division of Vascular Surgery in the Department of Surgery.
The Division of Vascular Surgery is comprised of a myriad of clinical, training and research activities that encompass work at several locations: UWMC, HMC, VA, and NWH. This position reports directly to the Chief, with a matrixed reporting relationship to the Administrator of the Division. This individual represents the Chief at many levels, including contacts with faculty, potential candidates for faculty positions, communications with higher level university and hospital administrative departments, and other departments. This individual provides a level of professional administrative oversight that is critical to ensuring the effective administration of the Division, particularly at Harborview Medical Center (HMC), the primary campus for this specialty.
POSITION COMPLEXITIES: The responsibilities of this position are broad and require someone who can initiate activity and take action independently. The position is comprised of the following broad categories:
Executive Administrative Management of VSD Division Chief and Associate Chief 40%
Management of Vascular Surgery Divisional Faculty Affairs 25%
Divisional and Departmental Projects & Operations 25%
Support of the Vascular Education Program 10%
POSITION RESPONSIBILITIES Executive Administrative Management of VSD Division Chief and Associate Chief = 40% This position will provide professional and executive-level administrative and operational assistance to the Division of Vascular Surgery Chief. They will routinely exercise independent judgment and decision-making skills, set their own work priorities, interpret and implement divisional policies in the Chief’s office, and provide direction, expertise, and assistance to Vascular faculty. They are part of the Division senior leadership team.
This individual represents the Chief of the Vascular Surgery Division at many levels, including contacts with faculty, potential candidates for faculty positions, communications with higher level university and hospital administrative departments, and other departments. S/he is called upon to make independent decisions in many situations that require knowledge and judgment around the Division strategic and operational priorities.
Develop and maintain multiple complex calendars and schedules that include the Chief’s clinical as well as administrative and academic duties. The individual in this position must be able to understand, assess and implement requests that affect all of the Chief’s activities, constantly bearing in mind all the strategic imperatives and having the judgment and skill to know how much time the Chief will need to devote to different strategic imperatives, including clinical activities.
The Division Chief is an international vascular surgery expert. Due to his level of expertise, he is routinely asked to meetings, conferences, and to consult with government agencies (e.g., NIH). The Executive Assistant must weigh all of these invitations and will, over time, have discretion to answer for the Chief regarding attendance to many of these meetings. S/he must be conversant with all the agencies and associations and assist in planning his attendance and preparation for the meetings.
They must understand and be able to expertly comply with all domestic and international travel requests, ensuring that the Chief’s priorities and obligations are met. They will be an independent expert on managing travel compliance.
They manage faculty communication and meetings. They independently recommend issues for discussion that bear on the strategic and operational issues in the Division and is the liaison to the larger Department for issues that must be discussed with faculty.
They fully prepare the chief for these discussions as well as oversees agenda and materials preparation. They write and edit comprehensive meeting summaries and manages follow-through on assignments flowing from the meetings.
Because they understand and know the priorities for the Division and the Chief, they independently develop presentation material, including gathering, summarizing material, and using presentation software to create effective presentations. Working with department and UW Medicine finance tools, they may be called upon to review and synthesize financial data, turning it into information for meetings. Content and presentation look and feel must need only minor editing by the presenter.
Independently manage and create narrative portions of documents, e.g., divisional web materials as well as other materials to assist with marketing of faculty and division in the larger community.
As appropriate provide executive level administrative support on selected strategic topics to the Associate Chief and UWMC Section Chief
Management of Divisional Faculty Affairs = 25% This individual manages all the divisional faculty affairs activities, including recruitment and onboarding of Surgery faculty, Teaching Associates and Visiting Scholars.
Manage faculty recruitment processes, including assisting with faculty search committees. Must know aspects of Interfolio and work successfully with Departmental Faculty Affairs team in bringing all the elements together for a successful recruitment.
Manage divisional elements of faculty appointment and credentialing
Manage processes and systems surrounding deployment of new faculty; oversight for faculty on-boarding in the Division as related to the Department and clinical areas.
Manage the divisional aspects of the annual re-appointment and promotion process.
Manage Visiting Scholars including J1 VISA sponsorship and application oversight.
Manage the onboarding and credentialing for Visiting Scholars.
Serve as an information hub for faculty interested in hosting Visiting Scholars, Visiting Fellows, and non Accredited Unpaid Internships.
Manage the divisional aspects of the Faculty Review process – an annual, lengthy, complicated and highly confidential activity. S/he is the liaison with the Department Faculty Affairs team regarding faculty reviews.
Works with Division Chief, Associate Chief and Administrator on aspects of faculty performance management. Is often the link between the Department Administrator and the Chief in working through the processes that are often complicated and mandatory. Must be able to work on these items with utmost confidentiality.
Divisional and Departmental Projects & Operations = 25% They are responsible for daily administrative and facility operations for the division
Manage Divisional Records – provide oversight of system of archival and oversee records management and retention of various kinds of records within departmental, federal, state and University regulations.
Be or become the Divisional EH&S expert; assure that required Divisional EH&S policies, procedures and activities are current and Division is in compliance; maintain records of compliance documents.
Develop divisional policies on selected issues. Work with senior leadership in the Division in order for policies to be approved and implemented. Must know and understand the core of faculty code in order to provide help to faculty on policies and procedures.
Review allotment expenditures of Chief and recommend course of action to Chief and Administrator to use all funds appropriately and timely.
Purchasing ability up to $500, within departmental guidelines.
Take part in Departmental committees and assignments as requested (e.g., Finance Operations Committee).
Facilitate space moves as requested.
Project management of Visiting Professor visits and lecture events occurring 2-4 times a year.
Plan educational course curriculum and materials, Chief should be able to review and approve without significant edit.
Support of the Vascular Education Program = 10% The individual in this position works with the Vascular Surgery Division of Education Program Administrator to manage the education program.
Manage day-to-day operations of the VSIG (Vascular Student Interest Group) shadowing and surgical skills sessions
Coordination of I-9 at HMC
Other Education duties as directed by the Vascular Surgery Program Administrator
Assist in administration of divisional educational courses,
Work with student employees or others to manage and oversee logistical arrangements for educational courses, including confirming clinical and OR space and invitees.
Ensure all clinical matters are operational, including patient selection processes, managing privacy concerns and documentation.
Oversee all materials generation and production for the courses.
Develop and manage budgets for the courses and ensure appropriate reimbursement from course sponsors.
Oversee and manage complex technical A/V needs with UW/HMC technology specialists; must be comfortable witnessing endovascular surgical procedures and surgical prep of patients.
Arrange observational privileges for visiting professionals attending the courses
REQUIRED QUALIFICATIONS Education: Bachelor’s degree in Business, Healthcare, Communications, Public Policy, Psychology, Biologic Sciences or related field Type and Years of Experience: minimum 2 years’ experience in executive administrative and operational responsibilities
Combination of experience and education may substitute for educational or experience requirements. Evaluated on a case by case basis
Other Required Qualifications
Must be able to maintain confidentiality
Self-directed and able to manage multiple projects
Must be able to work with independence and gain the trust of senior leaders in the Division
Ability to understand and adapt working style to organizational culture, systems and work processes
Demonstrated competency in Microsoft Office software, particularly Word, PowerPoint, Excel and Outlook
Experience working effectively with senior level leaders
Proven interpersonal skills; skilled communicator, both written and spoken
Familiarity with medical terminology and clinical practices – highly desirable
Experience in an academic medical setting – highly desirable
Experience working with faculty credentialing
3 or more years’ experience a plus
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.
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