Work in Washington Veterans Jobs

Req #: 231002

Department: DEPARTMENT OF MEDICINE: PULMONARY

Job Location Detail: This position is hybrid eligible.

Posting Date: 02/15/2024

Closing Info: Open Until Filled

Salary: $5,800 - $6,300 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.

POSITION PURPOSE
Provides executive level assistance and administrative support to the Division Head. This position ensures effective department operations by executive level support in a highly confidential and professional manner using a high degree of tact, discretion, diplomacy, and independence. This individual will act as a confidential liaison between the Division Heads, Division Administrator and many internal and external constituents including high level university and hospital administrative departments. This position is responsible for managing and organizing numerous projects and initiatives within the Division of Pulmonary, Critical Care and Sleep Medicine including communications, event management, records management, and facilities management.

Position Complexities: The Administrative Specialist position requires a high degree of personal initiative, flexibility, and personal judgment in all assignments, as this role will have access to highly confidential information. Strong communication skills, the ability to organize and prioritize tasks to ensure smooth workflow, and an active interest in providing strong customer service are required. The successful candidate in this position can thrive in an environment with frequent and rapidly changing deadlines, constant interruptions, and conflicting demands. Strong attention to detail and analytical prowess will be critical, as this position will create and maintain office management systems that must comply with federal, state, and University regulations. Performs all duties in a manner that promotes a team concept and reflects on the mission, vision, and values of the University.

Position Dimensions and Impact to the University: Position responsibilities are carried out with sensitivity to highly confidential issues with impact to the University. This role will interact with executive leaders involved with, and have access to information regarding, personnel/human resources matters, information pertaining to labor relations and negotiations, regulatory investigations, complaints and reports of licensed staff for violations of professional practice, financial reports, and quality data.

DUTIES AND RESPONSIBILITIES Executive Assistant to the Division Head (45%)

• Provide confidential, responsive, and efficient executive level support to Division Head (DH) requiring skills necessary to support core administrative functions and participate in confidential meetings and discussions pertaining to Division personnel management (faculty, staff and trainees), finances and long-range planning.

• Assist DH with developing and editing faculty communications and meetings; including independently organize and facilitate meetings, developing agendas and material, gathering, synthesizing and disseminating information, attending meetings and identifying action items, drafting and editing comprehensive meeting summaries and managing follow-through on assignments flowing from the meeting.

• Understands operational issues in the broader context of the division’s clinical, research and educational programs, strategic goals of the Department of Medicine, the School of Medicine/UW Medicine and able to appropriately handle, delegate or escalate issues as necessary.

• As a delegated authority, compose, sign, and release correspondence on behalf of Division leadership team. Prepare confidential correspondence and obtain data needed for reports. Maintain confidential correspondence and files.

• Assist the Division Head with organizing and preparing documentation for Department, University, and National professional society committee work.Organize high-level meetings involving executive heads of the University, UW Medicine, and its affiliates.

• Develop and maintain Division Head calendar and travel arrangements as needed.

• Coordinate with other administrative staff team members to ensure cross-coverage of core administrative management needs (i.e., mail/package deliveries, submit requests for general office supplies, input attending schedule updates using QGenda and OnCall systems).

• Partner with Divisional faculty and staff to manage existing and potential relationships with donors, industry, businesses, academic partners and other collaborative groups.Event Management (20%)

• This position has delegated authority to over Division-wide events including the John Butler Endowment Annual Lecture Series, Division Faculty Retreat & workgroups, and sponsored receptions at annual professional society meetings (e.g., American Thoracic Society).

• Develop and propose budgets for each event, identify funding sources, and analyze costs and usage in this capacity and negotiate with vendors on ad hoc basis.

• Manage event related expenses and expense reimbursements, develop tracking system to ensure event expenditures remain within proposed budgetary limits. Solicit event feedback.

• Partner with the division finance manager to document approvals, coordinate reimbursements and payment, and provide expenditure summary at conclusion of each event.

• Solicit budget proposals for venues, catering and any on-site needs such as IT.

• Identify additional resource needs (e.g., pre-retreat surveys) and develop timeline for completion. Identify resulting action items and organize follow up activities as needed (e.g., establish new committee or workgroup).

• Establish and maintain relationships with third parties/vendors.

• Secure venue(s), dates, manage reception/catering requirements and dinners based on proposed budget.

• Develop agenda(s) with Division Head, Administrator and workgroup leaders.

• Coordinate and complete UW related travel arrangements and reimbursement requests, for visiting professors, lecturers, and consultants; and faculty recruitment visits.

• Work with Division Head on fundraising events and related philanthropy activities. This work may include developing presentations and written materials for presentations.

• Ensure compliance with UW and state policies.Communications (20%)

• Manage, monitor and grow the Division’s social media accounts and presence; and update accordingly with Division news. This could include Twitter, Instagram, Facebook, and LinkedIn.

• Raise awareness of divisional activities, acknowledge our partners and drive traffic to the department website.

• Ensure all accounts adhere to UW Medicine Social Media Policy and Guidance. Advise individual unit members on adherence requirements and code of conduct.

• Use understanding of audience and meet with subject matter experts to develop, implement and update divisional website (public facing and intranet) and associated content; including conducting interviews with faculty, staff, trainees and students; writing stories and news articles; updating event listings. Disseminate across multiple platforms to increase division visibility with peers and within professional societies.

• Research information for continual development of website and newsletter content; proactively monitor databases such as PubMed, NIH Reporter, Google search, etc.

• Collaborate and liaison with Departmental website development team to assure integrity of divisional website development efforts.

• Design and create Division Newsletter; develop content, solicit news stories, write new stories and provide overall editing. Manage distribution within and outside of UW.Independently creates narrative portions of documents, e.g. web narrative; monthly communication to faculty from the DH.

• Respond to requests from media/media relations team. Serve as liaison between the Division, Department, medical centers and other UW Medicine offices, faculty and outside clients.

• Manage Division Newsletter; develop content, solicit news stories, write new stories and provide overall editing. Manage distribution within and outside of UW.

• Distribute announcements and updates via divisional mailing lists; manage responses and requests for posting to these listservs by other individuals. Establish new listservs as appropriate.

• Respond to internal and external inquiries or requests for assistance directed to the ‘contact us’ options on division website.Administrative & Operations (10%)

• Disseminate Public Record Requests and provide support to recipients of queries.

• Analyze, create and maintain office management systems that comply with federal, state and University regulations (including EH&S, Records Retention, HIPPA compliance regulations, etc.).

• Oversee engagement initiatives, development programs, and growth opportunities to include in-service presentations, course certifications, conferences, poster presentations, team building activities, etc.

• Perform analysis and utilize process improvement methodologies to streamline administrative workflows throughout the Division, to include the development of new Division policies to help ensure compliance.

• Sustain established electronic records management system. Including but not limited to: ongoing assessments for conversion, maintain best practices, monitor/maintain record logs for access, manage archive, pickup, and drop off requests.

• Process site-specific work/repair orders including general maintenance of office spaces and conference rooms or to prepare new spaces or updated space assignments.

• Manage office space and other redesign projects in coordination with facilities contacts. Create and maintain comprehensive project documentation including tracking project progress (budgeting, designs, orders, scheduling, work, completion). Work with fiscal team with inventory-related activities.

• Respond to scheduling division conference room(s) requests

• Provide backup support for building access and badging requests.

• Assess and respond to ergonomic equipment requests.Special Projects and Other Duties (5%)

• In conjunction with the Division Administrator work on any special initiatives and/or projects for the Division, take lead in certain parts.

• Other duties as assigned. MINIMUM REQUIREMENTS

• Bachelor's Degree in business or related field.

• Two years of experience.

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

• High attention to detail, comfortable with effective communication. 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 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.