Work in Washington Veterans Jobs

Req #: 233605

Department: DEPARTMENT OF DERMATOLOGY

Posting Date: 04/29/2024

Closing Info: Open Until Filled

Salary: $5,548 - $6,460 per month

Shift: First Shift

Notes: 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. (https://hr.uw.edu/benefits/wp-content/uploads/sites/3/2018/02/benefits-professional-staff-librarians-academic-staff-20230701_a11y.pdf )

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.

Reporting to the Department Chair, this position is responsible for complex and confidential executive support for the Chair and Vice Chair of Finance and Administration (VCFA) of the Department of Dermatology. This position will independently perform complex administrative support functions and project management with delegated authority from the Chair and VCFA. This position will exercise independent judgment to solve unusual administrative problems, be responsible for communication and follow-through of decisions made by the Chair and VCFA, create standard operating procedures for the Chair and Vice Chairs’ responsibilities, develop confidential correspondence on behalf of the Chair and Vice Chair and ensure consistent operations in the office of the Chair in a way consistent with the objectives and policies of the Department, School of Medicine, and University. This position will be responsible for providing support to department leaders, including Chair and Vice Chairs.

Position Complexities: The Department of Dermatology provides compassionate, advanced, and reliable support at six clinics in the Greater Seattle Area including UW Medical Center Roosevelt Clinic, Harborview Medical Center, Eastside Specialty Center, UW Medicine Primary & Specialty Care at South Lake Union, Seattle Children’s Dermatology Clinic, and Fred Hutchinson Cancer Center. UW Dermatology is one of the top-funded research programs in the nation based on National Institutes of Health (NIH) funding. The faculty and investigators conduct cutting-edge basic and translational research as well as clinical trials. They publish in leading academic journals on skin biology and disease.

The Department of Dermatology is one of the top teaching programs in the United States providing direct training in dermatology through the Residency Program, the Procedural Dermatology Fellowship, and the Medical Student Clerkships. The department has an annual budget of $15 million, 30 clinical and research faculty members, 12 residents, 10 clinical and research fellows, 4 graduate students, and over two dozen professional staff members and scientists.

Given the large scope of the Chair and Vice Chair of Finance and Administration, which includes managing multiple revenue streams from external grants and contracts, hospital support from UW Medicine Center, Harborview Medical Center and from Fred Hutch entities, professional billing, and gifts in addition to addressing clinical faculty needs across UW Medicine and Fred Hutch locations, this is an extremely complex job. This position must manage the multiple facets of the Chair’s office, (including active and robust clinical, research, and teaching duties), balancing each aspect with precision and sensitivity as well as absolute discretion. As a newly established department (previously a Division in the Department of Medicine), this position will lead creation of department processes and strategic initiatives as directed by the Chair and Vice Chairs and lead and manage projects to improve operations and communications within the department and across clinical locations. They are regularly called upon to thoroughly understand and interpret Departmental, School of Medicine and University policy for faculty and staff. They must be comfortable and able to speak for department leadership and in their absence on matters within the scope of this position. They must have the absolute confidence and trust of the Chair and Vice Chair and must regularly exercise independent judgment in a variety of arenas such as UW Medicine clinical finances, department operations, and academic human resources. This position requires a thorough understanding of various organizational structures both internal and external to the Department of Dermatology. The position has a high degree of complexity as the incumbent in this position will be required to develop operational and programmatic policies based on analysis of information from multiple sources and within the University policy constraints.

Position Dimensions and Impact to the University: This position is vital in ensuring the proper functioning of the Department of Dermatology. This unit is critical to the overall clinical, research and training contributions of the Department of Dermatology within the School of Medicine and UW Medicine. The position requires ability to adjust to rapid changes and perform all duties in a manner that promotes a team concept and reflects the mission, vision, and values of the department.

DUTIES AND RESPONSIBILITIES Strategic Initiatives (55%)

• Create and maintain administration policies & procedures for the newly established Department of Dermatology and provide oversight to ensure the successful day-to-day operations of the office.

• Collaborate with VCFA and department managers to assess centralization/standardization of areas to ensure the office runs smoothly; work with VCFA to administer policies.

• Manage public records requests, serve as department records coordinator and expert on record retention.

• Manage and facilitate department events and large meetings, such as holiday party, wellness events, AAD, Clinical Care Council, leadership meetings with SOM and UW Medicine executives.

• Independently manage all logistics for events and meetings, including, but not limited to, coordination of space, IT/AV, and catering needs.

• Analyze costs and usage in this capacity and negotiate with vendors on ad hoc basis.

• Provide back-up support to Assistant to the Executive Vice Chair.

• Independently manage other special projects and events as requested by Chair and VCFA.

• Manage and optimize processes to monitor clinical productivity on behalf of the Chair and VCFA.

• Apply relevant Faculty Code sections as they relate to the Chair’s cyclical responsibilities, supporting faculty annual reviews, committee meetings, etc.

• Organize project meetings and ensure decisions are documented and action steps are taken.

• Develop effective communication processes on matters involving the Department, employing tact and diplomacy.

• Provide editorial support to Department Chair for projects requiring collaboration across departments within the School of Medicine and outside universities or research collaborators.

• Handle sensitive and urgent matters in a thoroughly professional and timely manner with careful attention to confidentiality.

• Have frequent contact with individuals such as senior management staff, faculty and external physicians and administrative officers as it relates to the department administrative office.

• Work with internal and external partners to create agreements, contracts, and memorandums of understanding that affect department operations.

• Oversee the department administrative office including equipment, supplies, office access, mail/package management, and staff and employee badges. Work with admin staff to support the office operations: streamline work processes, develop administrative policies and procedures that are in line with UW, and increase overall efficiency.Executive support to Chair and Vice Chair (35%)

• Serve as first point of contact for Chair and Vice Chair. Maintain a high level of professionalism and customer service in managing inquiries and coordinating responses.

• Ensures that the Chair & VCFA’s priorities and obligations are met by developing and maintaining complex calendars and schedules, meetings and travel arrangements. This requires a strong ability to understand the strategic priorities of the Chair and VCFA and their work and make independent decisions that have a significant impact on the operational effectiveness of the entire department.

• Perform difficult, complex, technical, and/or specialized office support work, which requires the use of independent judgement, and a detailed knowledge of the activities and procedures specific to the department. Use on-line scheduling tools and have a full understanding of the responsibilities and obligations of the Vice chair to prioritize meetings, routine tasks, and special projects.

• Prepare correspondence, reports, forms, work orders, and specialized documents related to the organizational unit; proofread materials for accuracy, completeness, and in compliance with departmental policies.

• Coordinate complex travel arrangements for the Chair and VCFA. Secure and verify reservations, tickets, hotel accommodations, and registration for national and international society meetings and conferences. Prepare travel reimbursements for both administrative and research related travel.Other (10%)

• Provide direct or back-up activities of the other administrative staff as needed and coordinate with other staff to accomplish the overall mission of the unit. Proactively coordinate workload within the office to ensure adequate team coverage at all times.

• Perform advanced level word processing, development of templates, and tables, charts and graphs for use with, but not limited to department reports and staff/academic personnel mailings.

• Without supervision, perform a wide range of highly confidential tasks and ensures that priorities and deadlines are met by developing and maintaining complex calendars and schedules. This requires strong ability to understand and strategically prioritize tasks.

• Assist with other administrative duties as assigned. MINIMUM REQUIREMENTS

• Bachelor’s degree in business, communications and 2-3 years work experience OR equivalent combination of education and experience.

• Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration. ADDITIONAL REQUIREMENTS

• Knowledge of organizational procedures and operations and the ability to analyze and make recommendations accordingly. Demonstrated proficiency in Microsoft Word, Excel, and PowerPoint, electronic mail, web searches and electronic calendar programs.

• Prior work experience in a fast paced academic, healthcare and/or administrative environment.

• Self-directed individual with a strong work ethic and service orientation. Ability to anticipate the needs of the unit and respond proactively.

• Demonstrated excellent oral and written communication skills in an environment requiring diplomacy and judgment in managing interactions with individuals at all levels inside and outside the organization.

• Ability to adjust to rapid changes, attention to detail and the ability to manage multiple priorities in a highly dynamic environment. DESIRED QUALIFICATIONS

• Prior work in a university setting.

• Prior work experience in an executive administrative environment.

• Prior experience with work assignments using Excel or other spreadsheet functions. Application Process: The application process 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 access 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.

University of Washington is an affirmative action and equal opportunity employer. All qualified applicants will receive consideration for employment without regard to, among other things, race, religion, color, national origin, sexual orientation, gender identity, sex, age, protected veteran or disabled status, or genetic information.