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Department of Medicine has an outstanding opportunity for an Assistant To The Chair.
Reporting directly to the Chair of the Department of Medicine, this Assistant to Chair is responsible for executive-level administrative support of Department leadership and acts as a liaison when communicating on the Chair’s behalf with senior management, faculty, staff, and colleagues of other agencies and institutions. This position manages the Department-wide Medicine Grand Rounds program.
This position demands an ever-evolving understanding of the priorities of the Department and bi-directional communication between the Chair, senior Department leadership, and School of Medicine leadership.
Executive Support to the Chair (50%)
Provide executive-level administrative support to the Chair in the following areas: •Provide direct confidential executive support to the Chair of the Department, represent the Chair in situations requiring a high level of tact, discretion, and diplomacy, where the effect of an error in judgment may have a significant impact •Maintain confidential calendars of the Chair, synchronizing with the calendar of the Vice Chair of Finance and Administration of the Department, and coordinating with the Chair’s clinical staff, and other executive leadership as needed. • Organize and prepare the Chair’s presentation activities at national and international meetings, prepare PowerPoint presentation materials as directed, for both administrative and research projects •Manage and complete complex travel arrangements for the Chair, and on a case-by-case basis for visitors and faculty recruitments as well. Follow UW and Department policies for processing travel reimbursements •Transmit confidential and sensitive written and verbal communication on behalf of the Department and/or Chair •Compose and disseminate reports, letter, memoranda, and correspondence on behalf of the Chair. •Organize upper-level meeting and activities involving all 13 Divisions, University and UW Medicine executive heads, School of Medicine Department Chairs, Medical Center affiliates, and external individuals and organizations. Independently manage all logistics for events, including, but not limited to, coordination of space, IT/AV, and catering needs. •Responsible for the organization and coordination of monthly Division Heads meeting. Prepare and organize presentation, manage meeting agenda, obtain attendance confirmation, execute meeting minutes, and ensure that deadlines are met.
Grand Rounds Management (15%)
This position has delegated authority to oversee the Department of Medicine Grand Rounds lecture series. •Independently manage all logistics for events, including, but not limited to, space coordination and ensuring that IT/AV and catering needs are met. This position coordinates with the IT team to ensure digital transmission to satellite locations. •Draft and disseminate monthly event promotions to department faculty and staff as well as all the satellite locations. •Supervise staff who assist in the preparations and operations of Grand Rounds such as student assistants. •Serve as the liaison for Department of Medicine Grand Rounds attendees and the CME office. •Prepare and submit the CME application to the CME office each year (before the series begins, and then completing the application with the required records after the series is completed).
Department-Level Recruitment (15%)
•Serve as main point of contacts/chair’s office representative for finalists for senior faculty leadership positions in the department of medicine •Manage all aspects of candidate visit including travel arrangement, lodging, transportation, interview schedule, onsite coordination •Manage all documentation and correspondence related to search including finance and accounting documentation
Events Management (10%)
This position has delegated authority to over Department-wide events including the Winter Recognition program, the annual Division Head Retreat, Fellows Orientation and faculty events (retirements, recognitions, etc.) •Analyze costs and usage in this capacity and negotiate with vendors on ad hoc basis. •Create and disseminate promotional material and invitations. •Ensure compliance with UW and state policies. •Establish and maintain relationships with third parties/vendors.
Strategic Planning/Centralization (10%)
•Assess opportunities for the centralization of efforts and/or standardization for areas ranging from events management to travel. Lead and manage work and budgets related to process improvement projects. •Manage process improvement teams, department-wide. •Measure project performance using appropriate tools and techniques. •Project manager for ad hoc central department projects and initiatives across Finance, Staff and Academic HR, Student Programs, and Clinical Revenue units.
Bachelor's Degree in Business, communications, or a related field and three years of experience in executive-level assistance and administration. Equivalent education/experience may substitute for stated requirements.
Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration.
ADDITIONAL REQUIREMENTS: •Superior writing and editing skills, and experience drafting correspondence •Demonstrated proficiency in executive-quality word processing, spreadsheet, databases, and Microsoft PowerPoint presentation •Strong interpersonal skills with demonstrated ability to work with a diverse group of people with tact, diplomacy, discretion, and sensitivity •Demonstrated dedication to equity, diversity and inclusion
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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