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 UW has an outstanding opportunity for an Administrative Specialist! The University of Washington (UW) is proud to be one of the nation’s premier educational and research institutions. Our people are the most important asset in our pursuit of achieving excellence in education, research, and community service. Our staff not only enjoys outstanding benefits and professional growth opportunities, but also an environment noted for diversity, community involvement, intellectual excitement, artistic pursuits, and natural beauty.
Position purpose: •Independently manages the annual academic and clinical promotion faculty and mentorship process for the department of Neurology for over 100+ faculty •Is the department expert on all faculty promotion and guides the Vice-Chair of Faculty Affairs to ensure all policies, timelines, and communications are executed in a proactive and compliant manner. •Independently manages the entire faculty review process and formally communicates with the Chair and Vice-Chair of timelines for promotion/tenure review. •Collect and analyze annual data for all faculty members including augmented CVs, faculty productivity reports, and clinical practice metrics. •Provide the Chair with quarterly teaching evaluation reports and identify cases in need of the chair’s review. •Drafts confidential letters on behalf of the Vice-Chair and Chair related to the promotion process. concurrence letters for the Vice-Chair of Faculty Affairs for promotions in the Department •Independently design and implement a robust tracking system for department faculty to easily organize teaching and clinical evaluations, publications, and other scholarship information for faculty. Regularly pull reports on progress towards faculty goals and sends to the Chair and Vice-Chair •Develop packets of faculty materials and communications for promotions, including making review materials available to voting faculty.
Special Projects & Policies 30% FTE •Manages the entire life cycle of special projects and initiatives; independently researches topics/issues, designs and implements project plans (including documentation audits), accumulates and enters data, identifies key trends and/or potential outcomes, prepares related summary materials for the Vice-Chairs and Chair on a regular basis •Proactively tracks completion timelines for multiple small and large initiatives; design electronic tools and processes for project management duties. •Design and implement tracking systems to routinely collect and analyze a variety of data points for the department, including medical license renewals, publications and scholarship, research awards and proposals, teaching and academic time for all clinical faculty in the department (90+) •Independently writes standard operating procedures for a variety of UW requirements pertaining to record retention, faculty yearly activity reports, faculty effort certification, faculty recruitment and hiring, and training; procedures and workflows remain updated, communicated, and available via the department intranet.
Executive Support to Neurology Vice-Chairs & Medical Directors 25% •Manage the 5 Vice-Chairs complex schedules, setting meeting priorities according to the urgency of discussion topics and ensuring commitments and obligations are met on time •Independently set meeting agendas, reserve conference rooms, A/V equipment as needed, coordinate guest presenter, prepare files and PowerPoint presentations, interview materials and handouts for meetings for the Chief and DBP •Independently arranges committees and events on behalf of the Vice-Chairs, develops agendas takes and transcribes minutes, and distributes meeting materials promptly. •Independently composes confidential letters on behalf of the Vice-Chairs related to highly sensitive medical/legal issues related to the department and individual faculty. •Manage, reconcile, and archive expense reports and reimbursements for the Vice-Chairs. Mange the Neurology Education budget and provide regular updates to the Vice-Chair of Education. •Maintain a thorough understanding of UW Medicine’s departments and leadership structure. Ensure organizational charts and other resources are regularly maintained and updated. •Provide backup support to the Assistant to the Chair for the Department Chair’s calendar; manage calendar, appointment, correspondence with a high degree of independence, professionalism, and customer service.
Diversity, Equity and Inclusion Initiatives 15% •Engage with the Vice-Chair of Faculty Affairs and Chair to promote and lead a departmental culture that (a) recognizes and responds to the distinct interests of multiple constituencies; (b) fosters an inclusive department climate and sense of belonging, and (c) ensures an equitable department environment where all can succeed and thrive. •Collaborate and engage with UW Medicine and DEI initiatives regarding best practices for recruitments, and increasing representation among diverse populations for education and research programs in the Department. •Draft policies and initiatives to foster best practices for faculty and staff hiring, including training and outreach initiatives to increase representation among diverse populations in the Department. •Design and develop communications and content updates for the department’s website and social media platforms to ensure they capture a wide audience both internally and externally to the department. •Manage projects and communicate timelines to ensure initiatives and plans are completed on time. •Manage the Department Newsletter; draft content pieces for education, research, clinical care, and faculty spotlights; interview faculty and staff, Edit and distribute newsletters
•Bachelor's degree in social sciences, communications, or another related field. •One year of experience.
•Proficient in the use of Microsoft Office, including Word, Excel, PowerPoint, and SharePoint •Act as the key point of contact and resource for a coordinated response to DEI-related issues and incidents that arise within the department. •Skills in program management, as illustrated by the ability to set priorities and manage multiple projects and competing deadlines •Problem-solver able to successfully navigate a complex organization and identify creative solutions •Experience exercising discretion with complex and sensitive issues. •Demonstrated ability to be a self-starter who takes initiative and follows through. •A high level of professionalism, Service Excellence, and confidentiality.
•Previous experience working in higher education and or medical setting •Experience with Diversity, Equity and Inclusion work, and initiatives •Experience managing the faculty promotions 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.