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 School of Medicine has an outstanding opportunity for an Office of Faculty Affairs Office Manager.
The mission of the UW School of Medicine Office of Faculty Affairs (OFA) is to foster a thriving community of faculty by helping individuals develop as clinicians, educators, scientists, and leaders over the course of their career; to promote a climate of inclusion, support, and collaboration; and to advocate for equity and courageous innovation.
The OFA Office Manager (payroll title: Program Operations Specialist) provides critical administrative and operational support to the Office of Faculty Affairs. This position will oversee operations and financial management of many of the programs, including in-person administrative support and maintenance. The OFA Office Manager will report to the Vice Dean for Faculty Affairs and interface with other Deans, Department Chairs, Faculty, Directors and Administrators, medical center executives, offices, and others throughout the School of Medicine and UW Medicine.
DUTIES AND RESPONSIBILITIES
Program Administration and Office Management for Office of Faculty Affairs: •Responsible for oversight and project management, in collaboration with the Lead Project Manager, of OFA ongoing efforts. These projects and programs include but are not limited to salary equity reviews, exit interviews, search committee support, database management, and new upcoming initiatives from the office. These programs require a high level of independent judgement and decision making to ensure program success. •Work collaboratively with the Vice Dean for Faculty Affairs, the Assistant Dean for Well-Being, the Assistant Dean for Professionalism and the Director of URM Faculty Development as well as the CLIME team to advance the mission of the Office of Faculty Affairs. •Engage in extensive contact with faculty and administrative leaders from within and outside of UW Medicine. •Serve as the primary operational point of contact with our partner organizations including the Office of Graduate Medical Education, the ITHS, Office of Healthcare Equity, and others in the co-management and production of all well-being series and workshops and other collaborative activities. •Collaborating with CME team, manage all CME-accredited OFA programs ensuring that all comply with CME policy and requirements. •Collaborating with the manager of CLIME, manage preparation, communications, and coordination of speakers and materials for both on-site and virtual events. •Serve as the primary resource for technical support and management of all virtual meetings and events. •Coordinating with OFA lead project manager, create and manage emails to all or subsets of faculty and liaise with Dean's office and Academic Appointments and Compensation office to communicate messages to faculty. •Provide operations support including meeting minutes, scheduling, and communications management for all OFA regular and ad hoc committees (Dean’s Standing Committee on Women in Medicine & Science; Well-Being Steering Committee and other related meetings; Continuous Professionalism Improvement Committee). •Track, maintain, and acquire supplies as needed for office operations. •Manage conference room and meeting space calendars and provide assistance in troubleshooting audio or video challenges in the office and conference room as needed.
Budget and fiscal planning and management: •Manage, plan, and reconcile budgets and responsibly allocate resources to operate within annual program budgets. •Maintain confidential documentation and tracking of budgetary funds for OFA through UW financial systems and processes. •Manage travel arrangements for work-related conferences and presentations including reservations and registrations, itinerary preparation, and processing travel reimbursement while adhering to UW policy. •Coordinate payment of honoraria and reimbursements to speakers through UW financial systems.
MINIMUM REQUIREMENTS •Bachelor's degree in Communications, Business Administration, or related field. Equivalent experience may substitute for degree requirement. •3-4 years professional experience in high-level administrative coverage.
Additional requirements: •Proven administrative problem-solving skills. •Computer proficiency with spreadsheets, word processing and databases in a Windows environment. •Experience with audio and video technologies including video conferencing equipment and software. •Ability to interpret and communicate to others complex policies and procedures. •Ability to work independently with a high degree of reliability, accuracy, and productivity. •Ability to handle confidential information responsibly. •Demonstrated ability to maintain harmonious working relationships and effectively address complex and sensitive administrative issues. •Ability to work across multiple levels of an organization to achieve results.
Equivalent education and/or experience may substitute for minimum requirements.
DESIRED REQUIREMENTS •Knowledge of and familiarity with UW Medicine entities and the School of Medicine. •Experience in an academic setting.
CONDITIONS OF EMPLOYMENT 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.
